Personal Assistant & Design Coordinator

Job Description

Job Description

Magnifica is seeking a highly organized and design-forward Personal Assistant & Design Coordinator to support the President of Design & Co-Founder across both hospitality and aviation (Magnifica Air) environments.

This role is ideal for someone with a strong eye for aesthetics and detail, who thrives in a fast-paced, high-expectation environment and is passionate about creating elevated, cohesive experiences across physical spaces, service touchpoints, and brand expression.

You will play a critical role in supporting design development, sourcing, and execution—helping translate vision into refined, thoughtful, and consistent outcomes across all Magnifica projects.

As personal assistant to the President of Design & C-Founder you will provide administrative, organizational, and personal support to the Principal. You will be responsible for managing schedules, coordinating communications, handling travel arrangements, and ensuring daily activities run efficiently.

Key Responsibilities Design Coordinator:

• Support the President of Design in design concepting, research, and selection processes across hospitality and aviation environments
• Assist in sourcing and selecting materials, finishes, furnishings, and custom elements aligned with Magnifica’s design language
• Prepare and organize design presentations, mood boards, and visual storytelling materials
• Track and manage design selections, approvals, and revisions across multiple projects
• Coordinate with internal teams and external partners to ensure alignment with design intent and execution timelines
• Maintain and organize design libraries, samples, and vendor documentation
• Assist with procurement tracking and vendor communication
• Support on-site installations, styling, and final detailing where needed
• Ensure consistency across all touchpoints with Magnifica’s brand, aesthetic, and service-driven philosophy

Key Responsibilities Personal Assistant:

• Manage calendars, appointments, meetings and screen phone calls, emails, and correspondence.
• Arrange travel, accommodation, and transportation.
• Prepare reports, presentations, and documents and help organize meetings and personal engagements.
• Handle confidential information with discretion and run personal and business replated errands as required.
• Assist with budgeting, expense tracking, and bill payments and provide general administrative support and problem-solving assistance.

Qualifications

• 1–5 years of experience in interior design, architecture, hospitality design, or a related field (preferred but not required for junior candidates) Strong organizational and project coordination skills
• Exceptional attention to detail and ability to manage multiple workstreams
• Strong visual sensibility with an appreciation for materials, spatial design, and experiential environments
• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Strong verbal and written communication abilities.
• Ability to multitask and prioritize effectively.
• Strong attention to detail and problem-solving skills.
• Professionalism and discretion in handling sensitive information.
• Ability to work independently and under pressure.

Proficiency in:

• Adobe Creative Suite (InDesign, Photoshop)
• PowerPoint / Keynote
• AutoCAD / SketchUp (a plus)
• Strong communication skills and ability to collaborate across disciplines
• Microsoft Office (Word, Excel, PowerPoint, Outlook) and other office software.

Preferred Experience (Not Required):

• Exposure to hospitality, luxury, aviation, or high-end residential design
• Experience supporting senior designers or executive leadership
• Familiarity with procurement processes and vendor coordination
• Personal assistant experience within a luxury environment

What We’re Looking For:

• A refined aesthetic sensibility and strong attention to detail
• Someone who is proactive, resourceful, and highly dependable
• Ability to operate in both creative and operational environments
• A collaborative mindset with the ability to anticipate needs
• Passion for design, service, and creating elevated guest experiences

Why This Role:

This is a unique opportunity to work closely with executive leadership and contribute to shaping the design language of a brand operating at the intersection of hospitality and aviation —where design, service, and experience are deeply interconnected.