Executive Assistant & Studio Coordinator

We are seeking a highly organized, detail-oriented Executive Assistant & Studio Coordinator to support daily operations across executive, administrative, and studio functions. This role is integral to keeping both the office and project workflows running efficiently.

This is not a design role. Instead, this position focuses on FF&E specification support, material library management, and executive/office coordination within a design-focused environment.

Executive & Administrative Support

• Provide day-to-day administrative support to leadership
• Assist with data entry and organization of project specifications (FF&E, finishes, materials)
• Maintain accurate and well-organized project documentation

Project Coordination & Meeting Support

• Attend internal project meetings and take clear, organized meeting minutes
• Document key decisions, action items, and follow-ups
• Distribute meeting notes to the team and help track progress on action items
• Assist in maintaining organization across active projects

Material Library & FF&E Support

• Organize and maintain the office material library (samples, catalogs, finishes, etc.)
• Assist with compiling and managing FF&E specifications and schedules
• Ensure materials and documentation are current, accurate, and accessible to the team

Vendor Coordination & Industry Engagement

• Coordinate with vendor representatives for product updates and sample management
• Schedule and manage vendor meetings and lunch & learns
• Maintain relationships with reps and ensure consistent material flow into the office

Front Office & Client Experience

• Answer incoming company phone calls and direct appropriately
• Greet clients and guests, ensuring a professional and welcoming experience
• Serve as the face of the office and first point of contact

Office Operations

• Maintain office organization, cleanliness, and day-to-day functionality
• Monitor and restock office and kitchen supplies
• Coordinate deliveries, vendors, and general office needs

• 2+ years of experience in an administrative, executive assistant, office coordinator, or similar role
• Strong attention to detail, especially with data entry, documentation, and note-taking
• Excellent written and verbal communication skills
• Highly organized with the ability to manage multiple responsibilities
• Proactive, dependable, and solution-oriented mindset

• Previous experience working in an architecture, interior design, or construction-related firm strongly preferred
• Familiarity with FF&E specifications, material libraries, or design documentation is a strong plus

This role supports the design process but does not involve design responsibilities or creative production work . Candidates seeking a design-focused position may not find this role to be the right fit.

• Someone who takes ownership of both the office and operational workflows
• Detail-oriented and process-driven, especially with specifications and documentation
• Strong note-taker who can capture and communicate information clearly
• Comfortable balancing administrative duties with studio support tasks
• Professional, polished, and proactive in a client-facing environment

Competitive salary based on experience.

• Please submit your resume along with a brief note about your experience and why this role is a fit.