Executive Assistant / Project Coordinator

Position Overview

Spectrum Interior Design, a premier luxury residential interior design firm, seeks a poised, exceptionally organized Executive Assistant / Project Coordinator to provide high-level executive and project support to the Creative Director. This individual will ensure seamless communication, precise documentation, and the smooth orchestration of daily operations across multiple design projects and studio functions.

This role is ideal for a professional who excels at anticipating needs, managing details with impeccable accuracy, and supporting a fast-paced creative environment where discretion, follow-through, and polished communication are essential. Acting as the Director’s right hand, the Executive Assistant / Project Coordinator will help manage schedules, prepare and track project documentation, facilitate meetings, and uphold the firm’s commitment to excellence and client care.

Key Responsibilities

Executive Support

• Manage the Director’s dynamic calendar, billable time tracking, meetings, and travel logistics with strategic foresight, ensuring seamless transitions and optimal time management.
• Prepare, proof, and format professional correspondence, agendas, meeting notes, and follow-up summaries with clarity, consistency, and grace.
• Maintain precise digital and physical records of all communications, ensuring proper filing, version control, and confidentiality.
• Track and reconcile billable time, supporting accurate project time coding, accounting and client reporting.
• Anticipate daily priorities and upcoming deadlines, aligning schedules and resources to ensure efficiency and progress.
• Handle sensitive information and correspondence with the utmost professionalism and discretion.
• Special projects as related to studio activities such as team culture event coordination, business development initiatives, and other executive support.

Client & Vendor Communication

• Serve as a polished and professional liaison for clients, vendors, and consultants, representing the Director and studio with warmth, clarity, and poise.
• Draft and send thoughtful, timely correspondence, proposals, and confirmations on behalf of the Director and design team.
• Maintain organized records of quotes, invoices, approvals, and delivery confirmations to ensure accountability and timely follow-through.
• Track responses and proactively follow up on outstanding communications to ensure all parties remain aligned.

Project Coordination

• Support the Director and design team in all aspects of project coordination, from documentation and scheduling to communication and presentation.
• Prepare, scan, copy, and file design documentation, specifications, drawings, meeting notes, and approvals in structured, accessible systems.
• Maintain meticulous project files in both digital (Asana, Studio Designer, shared drives) and physical formats to ensure real-time accuracy and accessibility.
• Record and distribute meeting recaps, action items, and milestone updates to keep all stakeholders informed and accountable.
• Coordinate project schedules, site visits, deliveries, and installations, ensuring all logistics are thoughtfully managed and communicated.
• Prepare polished client presentations, specification binders, and visual materials that reflect the firm’s elevated aesthetic and standard of excellence.
• Project and operational errands.

Studio & Office Operations

• Support daily office operations, ensuring the environment reflects the firm’s refined brand, organized, welcoming, and professionally maintained.
• Coordinate mail, shipments, deliveries, and couriers with prompt communication and accurate tracking.
• Maintain vendor accounts, office supplies, and studio inventory; ensure equipment and materials are organized and replenished.
• Support executive team with onboarding of new team members, maintaining systems for organized digital, physical, and procedural documentation.
• Troubleshoot and support basic IT and software issues, coordinating with external support as needed to maintain seamless operations.

Meeting & Presentation Leadership

• Prepare for and coordinate all internal, client, and jobsite meetings, ensuring agendas, materials, samples, and documentation are complete and elegantly presented.
• Attend meetings as needed to take notes, capture decisions, and track next steps with accuracy and clarity.
• Distribute concise, well-formatted meeting recaps to relevant stakeholders for timely follow-up.
• Maintain a proactive awareness of upcoming deadlines and dependencies to help the Director and team stay aligned and on schedule.

Marketing & Studio Support

• Support marketing and business development initiatives through coordination of social media, portfolio management, and presentation materials.
• Assist with maintaining and updating project photography archives, website content, and press materials.
• Coordinate thoughtful touches such as client gifts, milestone celebrations, and project-completion gestures that reflect the firm’s hospitality and brand integrity.

Qualifications

• Experience: 3–5 years of experience in executive support, project coordination, or studio management, preferably in luxury residential design, architecture, or related industries.
• Technical Proficiency: Expertise in Microsoft Office Suite (particularly Outlook and Excel), Asana, Studio Designer, and digital file management systems.
• Organization: Exceptional attention to detail with proven ability to manage and prioritize multiple projects simultaneously.
• Communication: Superior written and verbal communication skills with impeccable grammar, clarity, and a polished professional tone.
• Mindset: Proactive, dependable, and resourceful, thrives in an environment of accountability, creativity, and excellence.
• Personality: Warm, poised, and gracious; exudes professionalism while fostering positive collaboration and client trust.

What We Offer

• An inspiring, high-energy studio environment where artistry, precision, and professionalism are celebrated daily.
• Opportunities for long-term professional growth within a highly respected luxury design firm.
• Competitive compensation and benefits package, including paid time off, health insurance, and 401(k).
• The opportunity to contribute to extraordinary estate projects that embody innovation, craftsmanship, and timeless beauty.

Job Type: Full-time

Pay: $50,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Application Question(s):

• On a Scale of 1-10, please rank your proficiency using Microsoft Office Suite products.
• On a Scale of 1-10, please rank your proficiency using a PC.

• What salary requirements are you seeking? (A range is acceptable)

• What is your availability to begin a new position?

Experience:

• Business Administration: 3 years (Required)

Ability to Commute:

• Mountain View, CA 94043 (Required)

Work Location: In person

Salary : $50,000 - $85,000