Job ID : EB-6149568314

Send your resume to info@insearchsf.com with the job ID

 

Attractive Factors:

• Opportunity to own marketing efforts
• Exposure to high-end interior design and clientele
• True partnership with Executive
• Opportunity to join a growing, energetic team
• Work-life balance
• Travel

 Company Summary

A prestigious Interior Design Firm is seeking a sharp and experienced Executive Assistant to join their team. In this in-office role, you will serve as a crucial assistant to the Principal on matters both executive and personal. The ideal candidate will be a self-driven professional and intuitive communicator with a passion for design, public relations and marketing. In addition to supporting the Principal, you will work with Leadership and our PR firm to assist with media relations. You will be responsible for confidential and time sensitive information. The ideal candidate is familiar with interior design practices and procedures and will have experience working in marketing and PR. Excellent verbal and written communication skills are required to ensure that all duties are completed accurately and delivered with the highest quality in a timely manner. Rely on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected.

 

Key Responsibilities:

Executive Assistant:

• Oversee and manage Principal’s calendars, appointments and scheduling
• Monitor Principal’s correspondence for urgent and timely requests
• Respond to emails on behalf of Principal when necessary
• Handle sensitive information in a confidential manner
• Review, flag and file Principal’s email correspondence
• Prepare office for Principal & CEO when working in-studio
• Answer and screen incoming phone calls, track messages
• Maintain polite and professional communication via phone, e-mail and mail
• Coordinate with vendors and contractors within and outside of the organization
• Assist in the preparation of regularly scheduled reports, agendas and meeting notes
• Prioritize and gatekeep to efficiently manage Principal’s time, while maintaining deadlines and harmony across various teams

• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Coordinate travel, car service, hotels, etc. for Principal and Executives where necessary
• Travel with/without Principal when necessary for events and meetings
• Contribute to team effort by accomplishing related results as needed
• Order and coordinate daily lunches for Principal & CEO when working in-studio
• Open, organize and distribute Principal & CEO’s mail and packages
• Send thank you notes on behalf of Principal when necessary
• Manage Principal’s digital contact list
• Record and enter Principal’s timesheet daily
• Run day-to-day errands for Executives
• Carry out personal tasks as needed

 

Marketing:

• Point of contact for PR Firm and marketing coordination
• Manage Internal Press archives (hard and digital copy)
• Manage and follow up with PR Firm for: media placements, editorial submissions, award submissions and pitches

• Establish and execute collaborative PR initiatives and marketing plans
• Target, organize and prepare speaking engagements for Principal, CEO and Directors
• Plan and coordinate events to maintain industry presence
• Schedule market and trade show press appointments
• Build relations with journalists, editors, influencers and bloggers
• Establish and facilitate social media strategy
• Monitor project calendars to align with media relation events, photoshoots, and tasks
• Correspond and coordinate logistics with clients, architects and photographers
• Prepare accessories, coordinate items and assist with styling shoots
• Review images for necessary edits and image maintenance of final files
• Compose project briefs, descriptions and media request responses for Firm and Principal
• Edit in-house materials such as: web description, portfolio captions, etc.
• Update staff bios

 

Top Keys for Client:

• Keen analytic and problem-solving skills that support and enable sound decision-making
• Intuitive and self-driven with the ability to manage multiple projects at once
• Excellent listening, written and verbal communication skills. The “soft skills” of collaborating, facilitating, and communicating across teams

• Ability to build successful relationships at all levels, internally and externally
• Proficient in Zoom, Microsoft Word, Microsoft Excel and Microsoft Outlook
• Ability to pick up new programs quickly and independently
• Ability to work in a multicultural environment with a diverse staff and clientele
• Good people skills; relate well on phone and in person; demonstrate patience and kindness in

all interactions with clients, colleagues and agency leaders

• Team player who is flexible and adaptable to changing needs
• Ability to work outside typical hours on occasion
• Ability to travel on occasion
• Accuracy and sharp attention to detail
• Personal qualities of integrity, credibility, sense of humor
• Bachelor’s Degree (not essential)
• Minimum of 5 years of experience in an Executive Assistant position and PR/Marketing experience

Job Id: EB-1322652175
Send your resume to info@insearch.com with the job ID

KEY RESPONSIBILITIES
Organize weekly departmental meetings, including preparation of materials
Utilize CRM database to assist with various prospective and existing investor related tasks, such as maintaining fund pipelines, email outreach, meeting notes, etc.
Assemble materials for investor meetings
Maintain calendar, schedule meetings and calls
Process expense reports
General administrative duties, such as sorting mail, copying, scanning, filing, investor mailings, etc.
Act as departmental point person on firm-wide administrative projects

TOP KEYS FOR CLIENTS
5+ years of administrative experience, investment or finance experience preferred
Event planning experience
Strong written and verbal communication skills
Excellent organizational skills
Ability to work both independently and as part of a team
Proven time-management skills, with the ability to prioritize tasks — Professional attitude and appearance
Customer service oriented
Proficiency in Microsoft Office Suite

ATTRACTIVE FACTORS
Work/life balance – HYBRID M/T/Th
Free lunches
Gym onsite
Commuter benefits
Fully covered medical/dental/vision
Company outings (Giants Games, Happy Hours, Holiday parties)
Large, tight-knit admin team