Office Manager and Executive Assistant

Job Description

Overview of the Organization:

\n

Studio RRD is a full-service lighting design and installation studio fueled by limitless thinking, precision, and exacting visual mastery. We explore the intersection of design, technology, and architecture to push boundaries and deliver the intended human experience.

\n

\n

\n
• Our  studio  was assembled through years of collaborative visual mastery across a variety of disciplines in art, theater, fashion, music and architecture. 
\n
• Our  team composed of shared, but singly distinctive talent includes designers, renderers, draftsmen and production professionals brought together by a desire to push the limits of light. 
\n
• Our  collaborative experience and inspired arts training has informed a cross-pollinated team aesthetic, merging compelling and striking elements from every corner of the globe to shape both the visual and visceral human experience. 
\n

\n

\n

Job Summary: 

\n

As the Office Manager & Executive Assistant, you will be the Founder’s right hand, keeping his professional and personal life running smoothly so he can focus on leading Studio RRD. You will manage his calendar, inbox, travel, expenses, and personal affairs; steward key relationships and special projects with outside organizations; and run the day-to-day operations of our NY Office. From greeting guests and managing vendors to planning team events and year-end gifting, you will make sure the office is a well-run, welcoming place to work. This role calls for exceptional discretion, anticipation, and follow-through.

\n

\n

Expected Qualifications:

\n

\n
• 3+ years of experience as an executive assistant, personal assistant, or office manager, ideally supporting a founder or C-level executive.
\n
• Experience in a creative, design, architecture, or production environment is preferred.
\n
• Exceptional discretion and judgment in handling confidential business, financial, and personal information.
\n
• Highly organized and detail-oriented, with a talent for anticipating needs before they arise and juggling shifting priorities.
\n
• Polished written and verbal communication; comfortable representing the Founder with clients, vendors, and partners.
\n
• Proficiency in Google Workspace and Slack; experience managing complex calendars, travel, and expense tools (e.g., Ramp).
\n
• Executive Calendar management, balancing internal and external demands while retaining head down work time. 
\n
• Warm and welcoming personal conduct; the ability to serve as the face of the organization for guests and partners when arriving at the office. 
\n
• Hands-on and service-minded, equally comfortable handling high-level details and restocking the kitchen.
\n
• Calm, resourceful, and flexible; able to accommodate occasional after-hours requests and travel between the NY Office and NJ Warehouse.
\n

\n

\n

Job Responsibilities:

\n

Executive & Personal Support

\n

\n
• Own and manage the Founder’s calendar, balancing on-site needs, meetings, travel, and personal commitments.
\n
• Triage the Founder’s inbox: flag priorities, draft responses on his behalf, and follow up on outstanding items.
\n
• Book and manage business and personal travel, including flights, hotels, car services, and vacation rentals, along with loyalty programs, seat and room preferences, and travel documents.
\n
• Track the Founder’s expenses and file receipts accurately and on time.
\n
• Maintain the company contact database and relationship records, keeping them current and flagging opportunities for outreach.
\n
• Lead special projects tied to the Founder’s outside affiliations, such as Opus 40.
\n
• Handle the Founder’s personal administration: medical and personal-care appointments, reservations, household vendors and service providers, bills, subscriptions, and memberships.
\n
• Run personal errands as needed, such as dry cleaning, returns, shopping, gift purchasing, and household pick-ups and drop-offs.
\n

\n

\n

Office & Facilities Management

\n

\n
• Keep the office well stocked and tidy: order supplies, maintain snacks for the office and warehouse within budget, and handle daily trash, recycling, and dishwasher.
\n
• Manage the front door: greet guests and vendors and receive deliveries.
\n
• Serve as RRD’s point of contact with building management, keeping leadership informed of maintenance and building updates.
\n
• Maintain office equipment (printer, coffee maker, water/ice machine) and remotely coordinate maintenance for warehouse equipment.
\n
• Schedule cleaners and maintenance for all RRD spaces: NY Office, NJ Warehouse, and LA Apartment.
\n
• Oversee security procedures for all RRD properties, keeping them up to date and clearly communicated to staff.
\n
• Conduct quarterly wellness checks of the NY Office and NJ Warehouse.
\n
• Lead larger office projects as needed, such as ordering new desks or vinyling phone booths.
\n
• Coordinate equipment pick-ups and drop-offs, ensuring clear communication and accurate records with all stakeholders.
\n
• Coordinate Pre-Visualization suite setups, acting as the link between the booking team, equipment providers, and the design team so clients have what they need.
\n
• Provide backup coverage for the Retail Store (upstairs in the building) as needed.
\n

\n

\n

Events, Culture & Gifting

\n

\n
• Plan and execute company events, team-bonding activities, and morale lunches in partnership with the operations team.
\n
• Serve as Birthday Captain: pick up the birthday person’s favorite treats and treat them to lunch.
\n
• Lead procurement of thrice-yearly swag, partnering with Warehouse Staff to keep counts accurate and plan reorders.
\n
• Manage year-end gifting for clients, freelancers, and vendors.
\n
• Other duties as assigned.
\n

\n

\n

This is a full-time exempt salaried position, with a salary range of $70,000 - $85,000 per year commensurate with experience.  This is paid on a bi-weekly basis and includes health insurance, employer-matched 401k, annual bonuses and other benefits. Interested candidates should send a resume and cover letter to View email address on ziprecruiter.com with Office Manager & Executive Assistant in the subject line. No phone calls please.