What are the responsibilities and job description for the Executive Assistant (Interior Design Firm) position at International Designers?
Location: Greenwich, CT (On-site, full-time)
Reports to: CEO & COO
Position Summary
We are seeking a polished and resourceful Executive Assistant to support the Founder of a high-end international interior design firm. This role requires a strong balance of administrative excellence, client-facing professionalism, and organizational skills to ensure smooth day-to-day operations, flawless client interactions, and efficient project coordination.
Key Responsibilities
Executive Support
- Manage complex calendars, prioritize appointments, and coordinate client and internal meetings.
- Arrange national and international travel, prepare detailed itineraries, and handle expenses.
- Draft, proofread, and prepare correspondence, contracts, and presentations with attention to detail and brand tone.
- Anticipate needs of the executive and proactively manage priorities.
Client & Meeting Coordination
- Act as the primary liaison for clients, ensuring a professional and welcoming experience.
- Schedule, confirm, and follow up on client meetings (in-person, Zoom, and site visits).
- Prepare meeting materials: agendas, design proposals, project updates, and presentation binders.
- Take meeting notes, track action items, and follow up to ensure deadlines are met.
Project & Office Support
- Support project managers by organizing files, contracts, and schedules related to ongoing design projects.
- Coordinate with vendors, suppliers, and contractors to confirm deliveries, site visits, and appointments.
- Assist with event planning, showroom visits, and client hospitality.
Confidentiality & Representation
- Maintain strict confidentiality with sensitive information.
- Represent the Founder and the firm with discretion, diplomacy, and professionalism at all times.
Qualifications
- Bachelor’s degree preferred or equivalent professional experience.
- 5 years’ experience as an Executive Assistant, ideally in interior design, architecture, luxury real estate, or creative industries.
- Excellent organizational and multitasking skills with a strong sense of initiative.
- Polished communication skills (verbal and written), with the ability to interact confidently with high-profile clients.
- Strong proficiency in Microsoft Office Suite, Zoom, and project management tools; familiarity with design industry software (AutoCAD, SketchUp, InDesign) a plus.
- Ability to adapt to changing priorities and occasional availability outside standard office hours.
Job Type: Full-time
Pay: $40,000.00 - $44,000.00 per year
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
Work Location: In person
Salary : $40,000 - $44,000