Executive Assistant - Collaborative Environment

Position Overview: We are seeking a dynamic and highly organized Executive Assistant to provide comprehensive support to both our design and construction teams. This role will encompass a wide range of administrative, project management, and client liaison duties, spanning the entire lifecycle of our projects, from initial concept to final delivery. The ideal candidate possesses a strong attention to detail, excellent communication skills, and a proactive mindset, with the ability to thrive in a fast-paced, collaborative environment.

Executive Support:

• Efficiently manage the calendars of design and construction teams, ensuring seamless coordination of appointments, meetings, and project timelines.
• Act as the primary point of contact for incoming communications, promptly addressing calls, emails, and correspondence, and triaging inquiries as necessary.
• Prepare and refine a variety of documents, presentations, and reports, ensuring clarity, accuracy, and professionalism in all communications.
• Maintain meticulous organization of files, records, and databases, safeguarding confidentiality, and accessibility of critical information.

Client Relations:

• Serve as the primary liaison between clients and the design/construction teams, delivering exemplary customer service and support throughout the project lifecycle.
• Coordinate and schedule client meetings, site visits, and design consultations, orchestrating personalized experiences that exceed client expectations.
• Assist in the preparation and distribution of contracts, proposals, and change orders, ensuring transparency and clarity in all client communications.
• Cultivate open channels of communication and feedback, proactively addressing client concerns and requests to enhance satisfaction and project outcomes.

Design Support:

• Conduct comprehensive research and analysis to support material sourcing, selection, and procurement for interior design projects, ensuring alignment with project vision and objectives.
• Collaborate closely with designers to develop mood boards, concept presentations, and design proposals, translating creative visions into tangible expressions of luxury and sophistication.
• Maintain a meticulously organized material library and samples inventory, coordinating with vendors and suppliers to streamline procurement and delivery processes.
• Create precise and detailed CAD drawings and elevations.

Construction Support:

• Facilitate site visits, inspections, and walkthroughs in collaboration with project managers, subcontractors, and clients, ensuring alignment with project specifications and quality standards.
• Assist in the review and processing of construction documentation, including permits, plans, and specifications, ensuring compliance with regulatory requirements and project objectives.
• Implement robust tracking mechanisms to monitor construction progress and adherence to quality standards, promptly addressing any deviations or discrepancies.
• Support the preparation of project documentation, change orders, and close-out materials, ensuring seamless project completion and client satisfaction.

Project Coordination:

• Collaborate closely with project managers and team members to facilitate effective project planning, scheduling, and budgeting, ensuring alignment with project objectives and timelines.
• Foster strong relationships with subcontractors, vendors, and suppliers, coordinating procurement and delivery schedules to meet project milestones.
• Implement robust tracking mechanisms to monitor project progress, milestones, and deadlines, providing regular updates and reports.
• Act as a conduit for communication and conflict resolution, swiftly addressing project-related issues and discrepancies to maintain project momentum.

Qualifications:

• Bachelor’s degree in business administration, Construction Management, Interior Design, or related field preferred.
• Previous experience as an executive assistant, project coordinator, or in an administrative role within the design/build industry highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). project management software and CAD.
• Exceptional communication skills, both verbal and written, with the ability to cultivate meaningful relationships with clients and team members.
• Impeccable organizational and time management skills, underscored by a relentless commitment to detail and the ability to multitask and prioritize tasks effectively.
• Knowledge of construction terminology, processes, and regulations.
• Proactive mindset, with the ability to anticipate needs, identify solutions, and take initiative to drive projects forward.
• Flexibility and adaptability to thrive in a dynamic, deadline-driven environment, with a willingness to collaborate and support the team as needed.

Additional Information: Join us in our exciting journey where you'll play a pivotal role in delivering exceptional luxury design and construction experiences. As the Executive Assistant to both our design and construction teams, you'll enjoy competitive compensation, professional development opportunities, and a supportive work environment where your contributions are valued and recognized. If you're passionate about design, construction, and delivering exceptional results, we encourage you to apply and become part of our dynamic team.