Executive Assistant + Studio Operations Manager

Vail Valley Partnership; Edwards (CO); Presencial; USD 65.000 - 75.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Annual Ski Pass

Descripción de la vacante

Jacobs + Interiors, a premier residential interior design firm in Vail, Colorado, seeks an Executive Assistant + Studio Operations Manager to support the Owner/Principal and design leadership. The role blends calendar management, client communications, and studio systems to keep the studio running smoothly while the designers focus on creative work.

You will oversee travel logistics, prepare meeting materials, coordinate onboarding, and manage day-to-day operations, inventory, and vendor

Formación

• 3+ years of experience in office management, executive assistant, or studio operations.
• Highly organized with strong attention to detail and follow-through.
• Discretion and professionalism in a client-facing environment.
• Proficient with Google Workspace (Gmail/Docs/Sheets) and task management tools.
• Ability to manage shifting priorities and deadlines calmly.
• Willingness to learn all aspects of the business.
• Excellent written and verbal communication.

Responsabilidades

• Oversee Executive & Principal support including calendar and travel management.
• Prepare agendas, materials, and pre-reads for internal and client meetings.
• Draft and manage confidential communications and documents.
• Coordinate onboarding, training logistics, and vendor/ client communications.
• Manage daily studio operations, inventory, mail routing, and facilities.
• Track action items and ensure accountability across teams.
• Assist with invoices, expense reports, and basic budgeting inputs.

Conocimientos

Office management

Executive support

Studio operations

Google Workspace

Communication

Attention to detail

Discretion

Willingness to learn

Herramientas

Studio Designer

Descripción del empleo

Executive Assistant + Studio Operations Manager

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.

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

Reports To: Owner / Principal

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

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

Additional Info

Organization Name : Jacobs + Interiors

Job Type : Full-Time

Compensation : $65,000 - $75,000 - DOE

Job Title : Executive Assistant + Studio Operations Manager

Application Link : https://mountaincareers.com/job/jacobs-interiors-vail-valley-co-2-excutive-assistant-studio-operatoins-manager/