Excutive Assistant + Studio Operations Manager

Fortiuscap; Vail (CO); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health coverage

401(k) plan

Annual ski pass

PTO & holidays

Job summary

Fortiuscap in Edwards, CO is seeking an Executive Assistant + Studio Operations Manager to keep the design studio running smoothly while supporting the Owner and Leadership team. You will manage calendars, travel, communications, and day-to-day operations, enabling designers to focus on client work.

This role blends executive support with studio systems, onboarding, and process standardization, demanding discretion and proactive problem solving.

Qualifications

• 3+ years in office management or executive support.
• Strong organizational skills and discretion.
• Proficiency with Google Workspace.
• Ability to manage multiple priorities.

Responsibilities

• Oversee Principal’s calendar, travel, and internal schedule alignment.
• Draft confidential communications and prepare meeting materials.
• Coordinate onboarding, training, and vendor logins.
• Manage day-to-day office operations and procurement.
• Coordinate client and project documentation.
• Track action items and follow up for accountability.

Skills

Calendar management

Travel planning

Executive communications

Office operations

Team administration

Documentation

Tools

Studio Designer

Job description

Executive Assistant + Studio Operations Manager

Location:

Edwards, CO

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