Executive Assistant

We're looking for an exceptional Executive Assistant who thrives on creating order from complexity. As EA to Kendall, you'll be her operational right hand, not just managing communication and logistics, but orchestrating the daily rhythm that allows her to focus on what she does best: exceptional design, client relationships, and leading the business. This isn't about being reactive to requests. It's about anticipating needs, solving problems before they escalate, and creating the conditions for Kendall to operate at her highest level. You'll be the trusted gatekeeper, communications strategist, and operational anchor that ensures nothing falls through the cracks. The core question this role answers: How do we protect Kendall's time, energy, and focus so she can lead the business and serve clients at the highest level, while maintaining the personal well-being that sustains excellence? WHAT YOU'LL OWN You will support the CEO by managing both professional and personal tasks to streamline efficiency and alignment across the business. The majority of hours will be in the SF office alongside the Head of Operations, with flexibility required outside of standard hours to reward and accommodate the demands of the role. Calendar and Time Stewardship Protect Kendall's most valuable resource: her time and cognitive energy In collaboration with the Head of Operations, serve as the strategic architect of Kendall's calendar, optimizing not just for meetings, but for energy management, priority alignment, and sustainable productivity Proactively manage all professional and personal appointments with strict calendar integrity Create daily digests that give Kendall a high-level overview of her day, highlighting pertinent information needed for success in each meeting Protect design time and strategic thinking blocks from reactive interruption Balance client commitments, team access, and personal well-being with discernment Coordinate complex scheduling across multiple stakeholders and time zones You'll know you're succeeding when: Kendall's calendar reflects her true priorities, she rarely feels double-booked or overwhelmed, and she consistently mentions feeling ahead rather than reactive. Communication and Inbox Management Serve as Kendall's trusted proxy and first line of discernment, managing the flow of information to and from Kendall with her voice and judgment Monitor Kendall's inbox throughout the day, escalating and highlighting items with the appropriate sense of urgency, knowing when to push and when to wait Learn key clients, builders, architects, and important contacts so priority items are handled correctly every time Triage and loop in other team members as necessary to ensure the right people are included Act as a fast and dependable conduit between Kendall, staff, clients, vendors, and external contacts Draft email responses on Kendall's behalf, matching her tone and authority Serve as gatekeeper with respect to Kendall's priorities, goals, and time constraints You'll know you're succeeding when: Kendall trusts your judgment on what requires her attention, response times are consistently fast, stakeholders feel informed and valued, and communication flows without gaps. Operational Excellence and Coordination Create the infrastructure and rhythm that keeps the studio running smoothly, efficiently, and to the standards of the brand Coordinate travel including detailed itineraries and all logistics, ensuring all parties are prepared and never searching for key details Manage bill payments, invoice tracking, and reimbursements with accuracy and timeliness Prepare and maintain reports, documents, and files for internal and external audiences with meticulous attention to detail Complete errands and handle personal tasks that free up Kendall's bandwidth Work cross-functionally with the studio to manage tracking documents and coordinate initiatives You'll know you're succeeding when: Operational details never become fires, the office environment reflects our standards for excellence, and Kendall never has to think about logistics. Strategic Support and Special Projects Step beyond day-to-day execution to enable high-impact initiatives Proactively coordinate people, projects, and priorities, seeing around corners and solving problems before they surface Take ownership of special projects that require research, coordination, and follow-through Support business development and client initiatives by managing logistics and documentation Identify friction points in workflows and propose improvements You'll know you're succeeding when: Kendall trusts you with high-stakes projects, you're included in strategic conversations, and team members seek you out as a go-to problem solver. PREFERRED SKILLS AND QUALITIES Anticipatory thinking and proactive problem-solving. You don't wait to be told. You see what's needed and handle it with grace before it becomes urgent. Exceptional judgment and discernment. You know when to handle something independently and when to involve Kendall. You understand the difference between urgent and important, and you act accordingly. Calm under pressure. When things get chaotic, you're the steady presence that creates order. You maintain composure, positivity, and a solutions focus even when juggling competing priorities. Communication excellence. You write and speak with clarity, professionalism, and warmth. You can match Kendall's tone and voice when representing her, and you navigate conversations with emotional intelligence. Systems thinking. You don't just complete tasks. You ask how this process can be better, and you build systems that make work flow more smoothly. Confidentiality and discretion. You handle sensitive information with absolute integrity. You're trusted with personal and professional matters that require the highest level of confidentiality. Detail orientation without losing the big picture. You catch the typo and understand the strategic context. Both matter, and you hold the tension between them effortlessly. Genuine interest in design and luxury. You appreciate beautiful things and understand the craft, quality, and excellence that define KWD's work. Service-oriented mindset. You find genuine fulfillment in enabling others' success. You take pride in work that happens behind the scenes and know your impact is felt even when you're not visible. PREFERRED EXPERIENCE 5 to 7 or more years as an Executive Assistant, ideally supporting C-suite executives in creative industries, design firms, or luxury brands Proven track record of managing complex calendars, high-volume correspondence, and competing priorities with exceptional judgment Experience serving as a trusted proxy for executive communications and decision-making Strong organizational skills with the ability to build and improve systems in fast-paced environments Technical proficiency in Microsoft Office Suite, particularly Excel and PowerPoint, as well as project management software, and comfort learning new tools quickly Ability to solve minor technical issues independently and coordinate effectively with IT support Bachelor's degree or 10 or more years of equivalent experience required SUCCESS LOOKS LIKE THIS (3 TO 6 MONTHS) Kendall's time is protected: She spends 70% or more of her time on design and client work, with minimal cognitive load on administrative details or logistics. Communication flows seamlessly: Inbox is managed efficiently, response times are under 24 hours, and stakeholders feel informed and valued. Operations run invisibly: Office systems work smoothly, nothing falls through the cracks, and details are handled before they become problems. Trust is established: Kendall confidently delegates decisions to you, you're seen as an extension of her leadership, and you have the context to act independently. Efficiency improvements are visible: You've identified and implemented at least 2 to 3 process improvements that save time or reduce friction. ABOUT KWD Kendall Wilkinson Design is a full-service interior design firm with over 30 years of experience creating bespoke luxury residences. With offices in San Francisco and Los Angeles, our portfolio spans the Bay Area, Lake Tahoe, Southern California, Hawaii, the Rockies, and the East Coast. KWD was formed around one central theme: Individualism. It's in that narrative that the studio finds its heartbeat, threading livable luxury and connection from room to room. With an emphasis on quality materials, customization, and comfort, each space is created with intention and thoughtfulness around the clients who call these rooms home. Our versatile team of expert designers, project managers, and creative advisors fosters a language between architecture, interiors, and the landscapes they inhabit, consistently bringing the vision of clients to life through creativity, collaboration, and service. OUR VALUES These aren't words on a wall. They're the promises we make to each other, to our clients, and to the work itself. We expect every member of the KWD team to bring these values to life, not just in the big moments, but in the small ones no one sees. COMPENSATION AND BENEFITS At KWD, we believe in teamwork, growth, and career development. We also work hard to play hard. We offer a competitive benefits package including health care coverage, 401(k), and paid time off. Our team is continually growing and evolving, and we build upon our shared successes to drive the business forward. #J-18808-Ljbffr