What are the responsibilities and job description for the Executive Assistant position at Upward On?
About the Opportunity
This is an opportunity for an Executive Assistant to join a fast-growing, design-driven firm. This role is ideal for someone organized, proactive, and energized by growth, who wants to play a meaningful role in building and scaling a business.
You will operate across two primary areas: project coordination and executive support. No two days will look the same, and success in this role requires strong time management, attention to detail, and the ability to anticipate needs. A well-managed calendar and clean, accurate systems are key indicators of success.
With the company continuing to grow at a rapid pace, there is a strong focus on improving efficiency, expanding capabilities, and evolving both individually and as a team. This role offers real opportunity for growth and ownership.
About the Company
Our client is a design-driven firm that transforms spaces into polished, ready-to-experience environments. Their work combines interior design, project logistics, and execution.
They partner with real estate owners, operators, and brands across New York City to prepare spaces for presentation, use, and market readiness.
Role and Responsibilities
1) Project Coordination
- Manage projects from initiation through completion
- Create and update projects in internal systems
- Prepare and send agreements and invoices
- Track confirmations and required documentation
- Coordinate access with clients and third parties
- Communicate with buildings, vendors, and partners to meet requirements
- Schedule key milestones including delivery, setup, and removal
- Track renewals and timelines
- Coordinate with vendors and internal teams to ensure smooth execution
- Data Management
- Maintain accurate and up-to-date records
- Ensure all documents, photos, and project details are properly stored
- Track project metrics, timelines, and tasks
2) Executive Support
- Manage CEO’s email
- Organize, prioritize, and respond where appropriate
- Implement systems to streamline inbox management
- Manage CEO’s calendar
- Schedule meetings and coordinate logistics
- Create systems to improve scheduling efficiency
- Partner with leadership
- Work with Chief of Staff to refine processes and adapt to business needs
- Support development of internal systems and workflows
- Special Projects
- Coordinate internal initiatives and company-wide projects as needed
3) Operational Support
- Assist with logistics tied to inventory and asset movement
- Coordinate with vendors and support operational flow between teams
- Qualifications / RequirementsStrong proficiency with systems used for communication, scheduling, and data management
- Experience with Airtable (or similar), Google Calendar, Google Drive, and Gmail
- Minimum 2 years supporting senior leadership in a fast-paced environment
- Highly organized, detail-oriented, and proactive
- Strong communication skills and high emotional intelligence
- Able to anticipate needs and stay several steps ahead
- Adaptable and solutions-oriented
- Bonus: interest in design, branding, or creative environments
Hours and Compensation
- Monday–Friday, 9:00 AM – 5:00 PM
- Base salary: up to 95K, depending on experience
- Full benefits package, including healthcare