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 Supported6-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 & SkillsPrior 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 PassPaid Time Off & LeaveTime 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
