Administrative Assistant for Luxury Interior Design Firm

Jennifer Tokatyan | Leadership Consulting & Coaching; Greenwich (CT); On-site; USD 40,000 - 60,000; Full time

Job summary

A luxury interior design firm located in Greenwich, CT is seeking an experienced Administrative Assistant to support the Principal and Office Manager. This full-time role requires strong communication and organizational skills, ensuring schedules are managed accurately and confidentiality is maintained. Key responsibilities include managing calendars, representing the firm in communications, and coordinating various office operations. The ideal candidate is detail-oriented and thrives in a fast-paced environment, embodying the firm's elegant service-oriented brand.

Qualifications

• Experience as an administrative professional is preferred.
• Proficient in managing calendars and schedules.
• Must have a service-oriented demeanor and grace.

Responsibilities

• Manage the principal's calendar and daily workflow.
• Represent the principal’s voice in communications.
• Coordinate meetings with vendors and clients.
• Maintain filing systems for studio operations.

Skills

Strong communication skills

Organizational skills

Attention to detail

Ability to work under pressure

Job description

Administrative Assistant for Luxury Interior Design Firm

Amy Aidinis Hirsch Interior Design LLC is an award‑winning, high‑end luxury residential boutique design firm located in Greenwich, CT. Founded in 2006, Amy Aidinis Hirsch has been creating one‑of‑a‑kind homes for the most discerning clientele. With projects spanning from Connecticut to Manhattan, Martha’s Vineyard, Montana, Colorado, Wyoming, and the Bahamas, our boutique firm delivers curated, livable luxury and meticulous attention to detail. We are known for our thoughtful design solutions, professionalism, and white‑glove service.

About the Role

Administrative Assistant plays a vital role in supporting the Principal and Office Manager of Amy Aidinis Hirsch Interior Design, ensuring they are able to focus on their highest‑priority work. This individual serves as their key support partner—managing communication, schedules, administrative tasks, and daily needs with professionalism, discretion, and exceptional attention to detail.

The ideal candidate is an experienced administrative professional who takes pride in enabling others to do their best work—someone who is organized, anticipatory, calm under pressure, and aligned with the team’s refined, service‑oriented style. He/she thrives in a fast‑paced, detail‑oriented design studio, approaches challenges proactively, and represents the firm’s polished, service‑driven brand with grace and confidence.

This is a full‑time, in‑person role (Monday–Friday, 9am–5pm) based in the Greenwich, CT studio, requiring reliability, discretion, strong communication skills, and comfort engaging directly with clients and vendors.

Key Responsibilities

• Manage Amy’s calendar, schedule, and daily workflow with accuracy and discretion.
• Represent Amy’s voice and brand in communications with warmth, professionalism, and care.
• Draft and respond to emails on Amy’s behalf, ensuring consistent communication with clients, vendors, and collaborators.
• Monitor and manage Amy’s voicemail, prioritizing follow‑up and correspondence.
• Coordinate and schedule vendor, client, and in‑office meetings.
• Support hiring and coordination of sample room librarian and ensure sample library organization.
• Anticipate Amy’s needs, maintaining proactive communication and a high level of confidentiality, create systems that allow her time and space for creative focus.

Administrative Support – Office Manager

• Collaborate closely with Aileen to maintain accurate records and ensure the studio’s operations run seamlessly.
• Review and prioritize emails that require action and timely response.
• Assist with reconciliation of Amex and other company credit cards.
• Prepare, issue and monitor periodic invoicing.
• Maintain both digital and physical filing systems to ensure records are complete, organized, and easily accessible.

Office Administration

• Receive and distribute incoming mail.
• Process incoming CFAs, ensuring proper cross‑referencing or routing to Amy for review.
• Prepare and send samples to vendors and project managers, ensuring timely delivery via FedEx