Excutive Assistant + Studio Operations Manager

Executive Assistant + Studio Operations Manager

Location:

Edwards, CO

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

Owner / Principal

6-person interior design firm (studio-wide support)

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.

• 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.

• 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.

• 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.

• 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.

• 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).

• 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.
• Payro…