Executive Assistant to the Principal

CLT Recruiters; New York (NY); Hybrid; USD 100,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Paid vacation

Sick days

Paid holidays

Bonus potential

Remote work option

Laptop & phone

Expense reimbursement

Job summary

CLT Recruiters is seeking an Executive Assistant to the Principal for a New York interior design firm that also runs a software platform for the design industry. This role acts as the Principal's control center across both businesses, coordinating communications, schedules and client relations.

The right candidate will have a background in design-related fields, 3+ years supporting a senior executive, superb written/verbal communication, and comfort with Macs and a fast-paced environment.

Qualifications

• A background in construction, architecture or interior design
• Three or more years supporting a principal or senior executive in a fast-moving environment
• Exceptional written and verbal communication
• Highly organized, quick and adaptable
• Calm, composed and service-minded under pressure
• Tech-savvy and comfortable on a Mac
• Unquestionable discretion with confidential information
• Flexibility outside standard business hours

Responsibilities

• Run the Principal's inbox: answer, delegate or capture actions
• Manage calendar and daily priorities, reshuffle schedule as needed
• Interpret project correspondence from contractors, architects, engineers and vendors
• Draft responses on behalf of the Principal
• Coordinate internal and external communications and relay direction
• Handle travel changes and logistics for demanding schedule
• Prepare and send monthly client invoices with bookkeeping
• Support investor relations and PR for the software company
• Coordinate photography of completed projects
• Represent the Principal in writing and by phone with clients, vendors and investors

Job description

A boutique New York interior design firm is hiring an Executive Assistant to the Principal. The firm creates lifestyle-driven luxury residences and select commercial projects, and has a proprietary software platform for the design industry launching in the new year. This role is the Principal's control center across both businesses.

The role is based in the firm's New York office, with a remote arrangement available for the right person, and it is intended as a long-term hire.

What you would be doing

You run the Principal's inbox so that every email is answered, delegated or captured on her action list, and you run her calendar and daily priorities, reshuffling the schedule as the day changes and protecting focused desk time. You read and interpret project correspondence from contractors, architects, engineers and vendors - RFIs, submittals and change orders among it - and draft responses on her behalf. You are the central point of coordination for her internal and external communications, capturing decisions, relaying direction to the team and keeping the relevant parties informed. You handle travel changes and the logistics behind a demanding schedule, prepare and send the monthly client invoices with the bookkeeping team, support investor relations and PR for the software company as it prepares to launch, coordinate photography of completed projects, and represent the Principal in writing and by phone with clients, vendors and investors.

What we are looking for

A background in construction, architecture or interior design, with a working command of RFIs, submittals, change orders and project terminology - this is not a generalist assistant search. Three or more years supporting a principal or senior executive in a fast-moving environment. Exceptional written and verbal communication, because you will be speaking for the Principal to a luxury clientele, a discerning vendor base and sophisticated investors. Highly organized, quick and adaptable when priorities shift several times a day. Calm, composed and service-minded under pressure, with a can-do attitude when the work gets complex. Tech-savvy and comfortable on a Mac, able to learn a proprietary platform quickly. Unquestionable discretion with confidential business and personal information. Flexibility outside standard business hours when needed, with mutually agreed expectations and consideration for personal time.

Office-based candidates in New York and strong remote candidates anywhere in the U.S. are both welcome.

Benefits

• Group medical, with the firm contributing $500 a month, effective on completion of the orientation period.
• Ten business days of vacation.
• Five paid sick and personal days a calendar year, under the New York City Paid Sick Time Act.
• Paid holidays: Martin Luther King Jr, Presidents', Columbus, Juneteenth, Independence, Labor Day, Thanksgiving and the Friday after, and Christmas through New Year.
• Discretionary bonus, on individual and company performance, as are raises.
• Company laptop and cell phone. Project and office expenses are reimbursed; commutation is not.

Compensation:
$100,000-$120,000 per year