Executive Assistant + Studio Operations Manager

Job Description

Job Description

Position Type: Full-time (target 40 hours/week; flexible as needed during deadlines; 9am – 5pm)

Reports To: Owner / Principal

Team Size Supported : 6-person interior design firm (studio-wide support)

Role Overview
The Executive Assistant + Studio Operations Manager is responsible for keeping the studio running smoothly day-to-day while supporting the Principal and Design/Leadership team with high-urgency coordination, documentation, and execution. This role blends executive calendar support, client-facing operations, team administration, and studio systems—ensuring the team can focus on design while the studio operates with clarity, accuracy, and professionalism.
This role is a key leadership support function and requires exceptional organization, follow-through, discretion, and the ability to manage multiple priorities without direct supervision.

Core Responsibilities

Executive & Principal Support
● Calendar & Travel Management: Oversee the Principal’s calendar, appointments, and travel logistics, while aligning internal schedules across leadership and studio design teams.
● Executive Communications: Draft, format, and manage confidential or studio-wide communications and documents on behalf of the Principal.
● Meeting Preparation: Organize agendas, background materials, and pre-reads for key internal and client meetings to ensure leadership is fully prepared.
● Action Item Tracking: Capture post-meeting action items and follow up with responsible owners to ensure accountability and project momentum.

Studio Operations & Systems
● Daily Studio Oversight: Manage day-to-day office operations, including inventory and supply ordering, mail/inbox routing, equipment maintenance, and keeping the studio clean, organized, and audit-ready.
● Systems & Process Standardization: Establish and update studio operating procedures, checklists, and workflows to maintain operational consistency across teams.
● Onboarding & Training Logistics: Coordinate onboarding schedules, workspace setup, and internal training logistics for new hires and contractors.

Scheduling & Production Support
● Workflow & Milestone Planning: Coordinate schedules and non-design operational timelines to keep project milestones moving forward on time.
● Designer & Team Facilitation: Ensure designers have necessary forms, approvals, documentation, and project updates to work without friction.
● Operational Coordination: Organize meetings, design charrettes, client reviews, vendor visits, and delivery logistics.

Client / Vendor Coordination
● Vendor & Client Communication: Serve as a primary point of contact for external inquiries, ensuring prompt resolution or routing to the appropriate team member.
● Vendor & Compliance Administration: Collect, code, and verify project manager bills before submitting to accounting for payment; maintain audit-ready vendor files, including executed agreements and W-9s.
● Expense Reimbursements: Audit and process employee expense reports, verifying receipts and documentation for accurate, timely reimbursement.

Finance & Administrative Support
● Invoice & Bill Processing: Organize and code incoming invoices, receipts, and administrative materials for manager approval and accounting submission.
● Expense Tracking & Records: Monitor studio expenses, maintain clean financial documentation, and keep audit-ready files.
● Budgeting Assistance: Collaborate with accounting to compile basic budget inputs and financial reports (no complex bookkeeping required).

HR, Onboarding & Payroll Coordination
● New Hire Onboarding: Lead new hire orientation by walking incoming team members through company policies, onboarding paperwork, expense procedures, and key contacts to ensure a seamless day-one experience.
● Payroll Administration: Submit all payroll updates to the accounting team via the portal—clearly flagging new hires, terminations, pay adjustments, and status changes to ensure accurate, timely processing.
● Records & File Maintenance: Maintain secure employee files, HR documentation, and standard operating procedures while assisting with general office policy communications.

Qualifications & Skills
● Prior experience in office management, executive assistant, or studio operations (typical: 3+ years preferred; will consider strong candidates with less if execution is proven)
● Strong organizational skills with exceptional attention to detail and follow-through
● Demonstrated ability to operate with discretion and professionalism in a client-facing environment
● Proficient with Google Workspace (Gmail/Google Docs/Sheets) and comfortable using systems/tools for task tracking and documentation
● Ability to manage shifting priorities and deadlines calmly
● High learning agility and a growth mindset—eager to adopt new digital tools, learn specialized software, and continually elevate best practices
● Excellent written communication and strong interpersonal skills
● Comfort supporting a design team in a fast-paced environment (quietly removing friction so designers can design)

Bonus (Preferred)
● Experience supporting creative or professional services teams (interior design, architecture, construction, or similar)
● Proficiency in Studio Designer software program
● Familiarity with project lifecycle coordination (submittals, approvals, vendor coordination)—even at an administrative level
● Basic accounting familiarity (invoice management, receipt organization, recordkeeping)

You will thrive in this role if you are:
A Self-Directed Operator: You take clear instructions and run with them—anticipating next steps without needing step-by-step oversight.
Driven by Urgency & Accuracy: You naturally meet deadlines, manage shifting priorities quickly, and care deeply about getting order details right.
Detail-Focused & Intuitive: You spot missing information early and follow through until tasks are 100% complete.

Success Measures (How We’ll Know You’re Thriving)
● Studio operations are consistent, organized, and predictable
● Calendars, meetings, and action items are accurate and never “lost”
● Team members receive timely information and follow-through is tracked
● Client and vendor communications are professional and reliable
● Administrative systems reduce repeated questions and last-minute chaos
● Confidentiality and discretion are consistently maintained

Work Hours & Environment
● Hours: Full-time; flexibility required during project deadlines and Principal availability
● Physical requirements: Light lifting/standing/walking for office setup, deliveries coordination, and occasional events
● Travel: Minimal; occasional local travel for errands or coordination only if required

Compensation & Benefits

Compensation & Financial Perks
● Competitive Base Pay: Hourly or Salaried (DOE)
● Bonus Potential: Performance-based bonus eligibility
● Retirement: 401(k) plan

Health, Wellness & Lifestyle
● Healthcare: Comprehensive medical, dental, and vision coverage, with the employer contributing 75% of the employee-only Bronze medical-plan premium and 50% of dental and/or vision premiums for eligible employees
● Perks: Annual Ski Pass

Paid Time Off & Leave
● Time Off: Paid Time Off (PTO) plus 7 Paid Holidays
● Statutory & Special Leave: Colorado Paid Sick Leave & Public Health Emergency Leave (PHEL), Bereavement Leave, Jury Duty, Voting Leave, and Military Training Leave
● Coverage: Worker’s Compensation Insurance

\nCompany Description

Jacobs + Interiors is an award winning, residential interior design firm based in Vail, Colorado. We focus on high-end, large-scale projects. We offer a collaborative and supportive environment. We are looking for candidates with a passion for all aspects of the design process and a willingness to learn all aspects of the business.

Company Description

Jacobs + Interiors is an award winning, residential interior design firm based in Vail, Colorado. We focus on high-end, large-scale projects. We offer a collaborative and supportive environment. We are looking for candidates with a passion for all aspects of the design process and a willingness to learn all aspects of the business.