EA to Principals

A very well-known interior design client is looking for an EA to Principals:

Executive Assistant to Principals

The Executive Assistant (EA) is responsible for the day-to-day management of the Principals time, calendar, and daily routines. The EA will focus on communication with the Principals, clients and studio, being sure that all are aware of their schedules.

*Support to the Principals - must be accessible off-hours & weekends for emergencies.

Calendar and Travel Management

• Responsible for coordinating all travel for Principals.

• Track Principals’ travel on spreadsheet for Business Manager/CPA.

• Assist with Principal Associate travel coordination, as needed.

• Review calendar daily with Principals.

• Coordinate PR & Marketing calendar with internal and external PR teams.

• Conference set-up for all external meetings requiring Principals’ attendance. Troubleshoot if problems arise.

Accounting/Billing Support

• Business Expenditures – Tag all business expenses to ensure proper billing.

• Personal Expenditures – Personal credit card statements: Review monthly. Track personal expenditures vs business expenditures and report to accounting team.

• Use Project Management Software to code expenses and track time.

• Work closely with Billing team to ensure all expenses are properly classified and billed back to Clients.

Communications and Administrative

• Client correspondence on behalf of Principals.

• Ensure that Principals are aware of critical incoming communication.

• Monitor and track passwords.

• Assist Principals with new device setup and maintenance (laptops, iPads, iPhones, etc.).

• Lead Weekly Planning Call and issue notes to all in attendance.

• Understand processes (proposals, billing, etc.) and be able to report status to     Principals.

• Make sure office is clean/presentable before Client meetings.

Personal Assistance

• Occasionally errands

• Support to Bookkeeper with some personal bookkeeping – keep track of outgoing and incoming bills.

• Excellent communication and email etiquette

• Highly organized, excels at managing multiple responsibilities in tandem and shifting priorities as required

• Excellent interpersonal relations and a team-player

• Integrity and trustworthiness

• Must be resourceful, innovative, and proactive

• Positive attitude

• Software proficiency - Word, Excel, Outlook, Teams, Zoom, Apple products

• Minimum 2-3 years' experience as E.A. or similar

• Bachelor's Degree required