Executive Assistant needed for a busy Interior Designer

If interest, please send me your resume in a word doc and your salary requirement along with location of where you live as this is based on the west side!

Executive Assistant needed for a busy Interior Designer

Santa Monica, CA (IN PERSON DAILY)

9am-6pm with flex as needed

Up to $85,000 per year, plus health benefits + 2 weeks PTO

Job Description :

We are looking for a highly organized and dedicated Executive Assistant to provide direct support to the Owner and the Chief of Staff (COS).

The Executive Assistant will be responsible for managing routine tasks and certain project management duties, working closely with the COS to ensure smooth operations and effective communication.

This role involves handling confidential information with the utmost discretion and delivering exceptional customer service.

Key Responsibilities :

Daily / Ongoing Tasks :

Prepare the office in anticipation of the principal’s arrival, including setting up and organizing the workspace.

Check and maintain the principal’s desk, office supplies, and pantry items daily.

Print documents and manage general office tasks as needed.

Handle incoming mail and run errands.

Update the principal’s schedule and manage personal belongings.

File and organize receipts, photos, and other documents in the drive.

Manage calls on behalf of the principal and communicate updates routinely.

Scheduling :

Assist the COS with precise scheduling, including arranging meetings, calls, and travel plans.

Communicate essential details in advance, such as travel arrangements, parking instructions, and Zoom reminders.

Coordinate dinner events, including guests, servers, and flowers, and communicate daily plans to relevant parties.

Track and manage invite dates and personal appointments.

Set reminders for important dates, such as birthdays.

Billing & Budgeting :

Assist with billing reports, including tracking consultant time, expenses, and travel billing.

Gather and organize invoices for travel billing and manage petty cash requests.

Monitor and review billing and hours for the principal’s personal staff to ensure accuracy.

Track and manage the principal’s currency totals for travel preparation.

Qualifications :

• Proven experience as an Executive Assistant or in a similar administrative role.
• Exceptional organizational and multitasking abilities.
• High level of discretion and confidentiality.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Bachelor’s degree or equivalent experience preferred.
• Need someone razor sharp with excellent attention to detail and extremely professional.

Benefits :

Dynamic and supportive work environment in Santa Monica.

If you are a proactive, detail-oriented professional with a knack for executive support and project management, we encourage you to apply for this opportunity.