EA to Interior Design Firm

Our client is seeking an Executive Assistant that reports directly to the Chief of Staff and Principal, providing high-level administrative, operational, and light project management support. This role partners closely with the Chief of Staff to manage scheduling, communications, travel coordination, and day-to-day logistics while anticipating the Principal’s needs. The position is highly confidential and requires exceptional attention to detail, discretion, and a white-glove level of service.

• Prepare the office daily in anticipation of the Principal’s arrival, including early setup, organizing the desk, opening the computer, checking printers, supplies, and managing incoming mail.
• Ensure the Office Manager has ordered appropriate pantry and fridge items.
• Print and organize materials for the Principal; maintain filing systems for receipts, photos, magazines, and documents in shared drives.
• Run errands, order meals, update the Principal’s written schedule, and manage packing, unpacking, and tracking of personal belongings.
• Receive and manage calls on behalf of the Principal, track billable calls, and communicate updates regularly.

• Assist the Chief of Staff with detailed, daily, weekly, and monthly scheduling.
• Anticipate needs by preparing documents, travel details, reminders, parking instructions, greeter coordination, fair maps, and Zoom reminders.
• Track invitations, birthdays, and manage personal and client gifting.
• Schedule personal and medical appointments.
• Coordinate elements of domestic and international travel, including boarding passes, driver contacts, and logistics.

• Coordinate dinner guests and event needs, including servers, flowers, and communication with the Chef.
• Assist with fundraiser setup at the Principal’s property.
• Manage house staff by keeping them informed of the Principal’s schedule and requirements.

• Support the Chief of Staff with billing reports, consultant time tracking, expense reporting, and travel billing.
• Collect and organize invoices and receipts.
• Assist in reviewing staff hours and expenses for accuracy.

• 3–4 years of executive support or administrative management experience
• Proficiency in Microsoft Office and scheduling systems
• Strong digital communication skills and ability to learn new tools quickly
• Advanced writing, presentation, and document analysis skills
• Mathematical aptitude for financial tracking, percentages, and expense calculations
• Strong organizational skills with the ability to manage competing priorities
• Flexibility to work extended hours as needed
• Ability to maintain composure in high-pressure environments
• Absolute commitment to confidentiality and discretion