Executive Design Assistant

Position SummaryThe Executive Design Assistant provides high-level administrative, creative, and technical support to the Owner and Lead Sales Executive. This role is pivotal in ensuring seamless coordination across all sales-related activities—from managing client communications and proposals to supporting material selections and representing the Owner in client-facing design interactions.This position requires a strong balance of sales organization, design understanding, and client engagement, with the ability to read and interpret architectural and design documents. Because Shades By Design works closely with architects, interior designers, and builders, a background in interior design or architecture, along with a solid understanding of fabrics, materials, and specifications, is highly valuable.The Executive Design Assistant plays a key role in the owner’s workflow by managing design tasks, supporting the sales process, maintaining organization, and preparing high-quality materials for client presentations. The right candidate enables the Owner to operate efficiently by taking ownership of day-to-day design and sales support responsibilities.Core PurposeTo elevate the Owner’s sales and client experience process by providing exceptional organization, aesthetic understanding, and proactive support—ensuring every client receives timely communication, accurate information, and confidence in Shades By Design’s expertise.Key ResponsibilitiesDesign & Technical SupportAssist in design development, product specification, and material selection.Review and interpret architectural drawings, elevations, and floor plans.Create and prepare design assets for client presentations, including mood boards, sample boards, and visual layouts.Request, track, organize, and maintain fabric and finish samples.Conduct job site visits on behalf of the Owner for sales and design purposes only (e.g., verifying space conditions, confirming finishes, or reviewing floor plans with clients or trade partners).Participate in showroom, client, or trade presentations to support design discussions.Sales Process SupportPrepare, refine, and organize quotes and proposals in coordination with the Owner.Manage lead follow-ups, appointment confirmations, and sales documentation.Track and ensure timely responses to all client and trade partner communications.Produce detailed meeting summaries outlining design direction, materials, and next steps.Support the Owner in nurturing trade relationships with architects, designers, and builders.Assist with client presentations and communication to ensure clarity in design intent and product specifications.Organization & CoordinationManage the Owner’s schedule and prepare all materials ahead of appointments.Maintain accurate, up-to-date CRM records for all client interactions and project details.Keep project folders, shared files, and design documentation highly organized.Prepare complete handoff packages for Project Managers once proposals are signed.Support showroom activity and trade-related design presentations as needed. Qualifications & SkillsBackground in Interior Design, Architecture, or related field (highly preferred).Ability to read and interpret architectural drawings and design documents.Strong understanding of fabrics, materials, and design principles.Exceptional organization and time-management skills.Excellent written and verbal communication abilities.Proficiency in CRM systems, Microsoft Office, and Google Workspace.Creative, resourceful, proactive, and capable of working independentlyCompany DescriptionShades By Design is a leading provider of custom motorized and manual window treatments and innovative outdoor shading systems. Headquartered in Miami, we serve high-end residential, commercial, and hospitality clients across Florida, New York, and the Caribbean.Our commitment to quality, innovation, and exceptional service has earned us recognition as one of America’s fastest-growing private companies by Inc. 5000 for three consecutive years.