Administrative Assistant for Interior Design Firm

Jennifer Tokatyan is partnering with longtime client Amy Aidinis Hirsch Interior Design to hire an exceptional Administrative Assistant for its Greenwich, Connecticut studio.

Amy Aidinis Hirsch Interior Design

Greenwich, Connecticut

Full-time | In person | Monday–Friday, 9:00 a.m.–5:00 p.m. (remote or hybrid not available)

This is a hands-on role for someone who genuinely enjoys being the person others can count on—the person who notices what needs attention, takes ownership, follows through, and responds to a challenge with an optimistic and capable “I’ve got this.”

The Administrative Assistant will support Amy, the firm’s Principal, and Aileen, the Office Manager, while helping the broader studio operate smoothly. This person will manage calendars, communication, administrative and financial details, office needs, travel, errands, and the many moving pieces that keep a busy design firm functioning well.

The studio is creative, fast-moving, and highly committed to exceptional work and client service. Priorities can shift quickly. Amy works with energy and speed, and Amy and Aileen bring different working and management styles. The role is also continuing to develop, so there will not always be an established blueprint or perfectly defined process for every situation.

The right person will bring organization without becoming rigid. They will ask smart questions, use sound judgment, communicate clearly, and keep moving when every detail is not yet known. They will stay calm and constructive when others are under pressure and bring positive energy when a situation becomes challenging.

This is a task-focused, hard-working team. People are often heads down and moving between the studio, client sites, projects, vendors, and other priorities. The culture is built through how people work: communicating well, helping one another, following through, solving problems, and contributing positive, professional energy.

The ideal candidate is proactive, adaptable, service-oriented, and emotionally steady. They are confident enough to speak up, clarify expectations, and respectfully address situations. They are also flexible, collaborative, and willing to pitch in wherever support is required.

This is a special opportunity to contribute your administrative talents towards an exceptionally creative, professional, high-quality and high-end design firm . You will have career-enriching exposure and experiences, the opportunity to be part of a high profile, award-winning luxury boutique interior design firm. The work environment is high energy, fast-paced, collaborative with a family-like atmosphere and generous benefits, including medical/dental vision coverage, paid time off (vacation and holidays), and a defined benefit pension plan with company match.

About Amy Aidinis Hirsch Interior Design

Amy Aidinis Hirsch Interior Design LLC is an award-winning, high-end luxury residential bespoke design firm located in Greenwich, Connecticut.

Founded in 2006, Amy Aidinis Hirsch has been creating one-of-a-kind homes for discerning clientele. With expertise across all aspects of interior design and a proven design process, the firm’s projects span the country, including Montana, Wyoming, Colorado, the Bahamas, Martha’s Vineyard, Manhattan, and Connecticut.

The firm manages projects from the ideation phase through construction, project management, installation, and final finishing touches. With a commitment to quality, innovation, and exceptional execution, this boutique firm delivers meticulous attention to detail, service, and style.

Accomplished in both tradition and modern styles, the creative designs are filled with details that are unexpected – regardless of the size and scope of the project. No matter the locale, Amy Aidinis Hirsch has left a luxurious yet livable and indelible mark on the homes she has crafted with each client’s individual lifestyle in mind.

The team is guided by five core values: Design Excellence, Exceptional Client Experience, Strong Work Ethic, Trust and Integrity, and Adaptability and Flexibility.About the Company

About the Position

The Administrative Assistant plays a vital role in supporting the Principal and Office Manager of Amy Aidinis Hirsch Interior Design, helping both leaders remain focused on their highest-priority work.

This person will serve as a trusted support partner, managing communication, schedules, administrative responsibilities, office needs, and daily priorities with professionalism, discretion, good judgment, and exceptional attention to detail.

Success in this role requires more than completing assigned tasks. The Administrative Assistant must monitor open items, anticipate needs, follow up consistently, and communicate proactively when something is unclear, delayed, or at risk.

The right candidate will be comfortable balancing several priorities, adjusting as needs change, and moving work forward with appropriate independence. They will understand when to act, when to ask, when to push for clarity, and when to remain flexible.

Support the Principal

• Manage Amy’s calendar, schedule, meetings, appointments, and daily workflow with accuracy and discretion
• Help prioritize competing requests and protect time for Amy’s creative and leadership responsibilities
• Draft and respond to emails on Amy’s behalf, representing her voice and the firm’s brand with warmth, professionalism, and care
• Monitor and manage voicemail, correspondence, and follow-up needs
• Coordinate client, vendor, collaborator, and internal meetings
• Anticipate needs and create practical systems that support Amy’s focus and productivity.
• Coordinate business and personal travel, including airfare, lodging, cars, and ground transportation
• Assist with occasional personal administrative needs, including appointments, family travel, errands, and merchandise returns
• Support the hiring and coordination of the sample room librarian and the organization of the sample library
• Handle confidential business, client, and personal information with excellent judgment and discretion

Support the Office Manager

• Partner closely with Aileen to maintain accurate records and support smooth studio operations.
• Review and prioritize emails and requests requiring action or timely response
• Assist with reconciliation of American Express and other company credit cards
• Prepare, issue, track, and follow up on invoices
• Maintain digital and physical filing systems so records are complete, organized, and readily accessible
• Monitor administrative details and open items through completion
• Communicate clearly about status, delays, questions, and next steps

Office Administration

• Receive, organize, and distribute incoming mail and materials
• Process incoming CFAs, ensuring proper cross-referencing and routing to Amy for review
• Prepare and send samples and materials to vendors and PMs through FedEx, UPS, and other delivery services
• Maintain an inviting, organized, and polished studio environment that reflects the firm’s refined aesthetic
• Manage office supplies, kitchen inventory, and general office readiness
• Coordinate birthdays, celebrations, team events, florals, cakes, and outings
• Liaise with cleaning, maintenance, and facilities vendors to maintain the studio’s presentation
• Complete occasional local errands and provide off-site support at the warehouse, client meetings, or other locations as needed

Support Clients, Vendors, and the Team

• Serve as a friendly, professional, client-facing representative of the firm
• Communicate, collaborate, and follow up with PMs, the design team, and office leadership to contribute to seamless project flow

These responsibilities reflect the firm’s current needs and will continue to evolve as the Administrative Assistant becomes established in the role.

Who Will Thrive in This Role

You may be an excellent fit if you:

• Naturally take initiative, anticipate needs, and follow through without reminders
• Approach problems with optimism, resourcefulness, and a solutions-oriented mindset
• Bring positive energy while staying realistic about challenges
• Stay calm, constructive, and effective when priorities shift or pressure builds
• Are highly organized without being dependent on rigid processes
• Operate effectively when direction is evolving, incomplete, or still being clarified
• Use sound judgment to determine when to act independently and when to ask questions
• Communicate clearly, keep others informed, and raise concerns early
• Work effectively with leaders who have different working and communication styles
• Can be counted on to produce accurate, thorough, high-quality work with exceptional attention to detail
• Bring warmth, discretion, professionalism, and a genuine service mindset
• Take personal responsibility for your work, communication, and impact
• Take ownership of your work and remain engaged in a fast-paced, heads-down environment
• Are engaged and productive in a fast-paced, heads-down, task-focused environment

Qualifications

• 3–7 years of professional administrative experience, ideally within a creative, design, luxury, hospitality, professional-services, or high-touch client environment
• Experience supporting a founder, owner, principal, executive, or small leadership team
• Strong calendar management, scheduling, email, travel, and follow-up skills
• Excellent written and verbal communication
• Demonstrated ability to manage changing priorities and incomplete direction
• Strong proficiency in a Mac-based work environment
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe applications
• Comfort learning and using new technology and administrative systems.
• Familiarity with Studio Designer or Harvest is helpful but not required
• Strong judgment, reliability, discretion, accountability, and attention to detail
• Reliable transportation and the ability to complete occasional local errands

Compensation and Benefits

• Salary $65,000 up to $85,000, based on experience
• Medical and dental coverage
• Defined benefit pension plan
• Discretionary bonus
• Generous paid time off