Admin Assistant

Administrative Assistant

About The Company

We are a design-build firm specializing in high-end hospitality environments, with an emphasis on crafted furnishings, seating, case goods, and project management. The company partners with boutique hotels, luxury restaurants, branded properties, and custom residential interiors, delivering thoughtful, design-forward solutions on time and on budget.

You will be working in a creative, fast-paced environment, collaborating with design, production, logistics, and external vendors to ensure smooth operations at every stage of a project lifecycle.

Position Overview

The Administrative Assistant supports operations by providing organizational, clerical, and project-coordination support across departments. This role is key to ensuring efficiency, timely communication, and seamless coordination across clients, internal teams, and partners. The right candidate will be detail-oriented, adaptable, and proactive, comfortable working with multiple stakeholders, and capable of juggling shifting priorities in a collaborative, design-driven environment.

Key Responsibilities

• Provide general administrative support to the leadership team (calendar management, meeting coordination, travel arrangements, expense reporting).
• Manage office operations (supplies, mail, filing, invoicing, and general upkeep).
• Assist in project coordination: track schedules, monitor deadlines, and follow up on action items with design, production, and vendor teams.
• Prepare and distribute meeting agendas, minutes, and follow-up tasks.
• Maintain accurate records of contracts, drawings, purchase orders, submittals, change orders, invoices, and vendor correspondence.
• Assist with procurement: coordinate with vendors/suppliers, track orders, follow up on shipments, and liaise with logistics.
• Prepare, proofread, and format internal and external communications (presentations, status reports, proposals, RFPs).
• Facilitate communication flows between internal teams, external partners, consultants, and vendors.
• Support onboarding of new staff including IT account setup, office access, and orientation materials.
• Assist the accounting/finance team with administrative side of invoicing, billing follow-ups, and vendor payments.
• Coordinate corporate travel arrangements and itineraries.
• Support events/tradeshows (logistics, travel, vendor coordination, booth planning, shipping).
• Contribute to ad hoc tasks and special projects (e.g. filing system improvements, process documentation, system upgrades).

Required

Qualifications & Skills

• Bachelor’s degree or equivalent experience preferred.
• 2+ years in an administrative, executive assistant, or office coordinator role (experience in design, hospitality, fabrication, or construction is a plus).
• Excellent organizational skills with strong attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office and Google Workspace.
• Comfortable using project management tools (e.g. Asana, Monday.com, Smartsheet).
• Ability to manage multiple priorities in a fast-paced environment.
• Professionalism, discretion, and confidentiality.

Preferred

• Familiarity with the hospitality design/build industry or technical drawings/submittals.
• Experience with procurement and vendor management.
• Exposure to CRM or digital asset/document management systems.
• Light bookkeeping or invoicing support experience.

Working Conditions

• Primarily office-based with some remote flexibility depending on needs.
• Occasional domestic/international travel may be required.
• Extended hours may be necessary to meet project deadlines or event schedules.

Key Attributes for Success

• Highly organized, proactive, dependable, and responsive.
• Strong interpersonal skills with clients, vendors, and team members.
• Reliable follow-through and attention to detail.
• Adaptable and able to switch between varied tasks.
• Positive, can-do attitude with a willingness to pitch in wherever needed.

Metrics of Success

• Accuracy and timeliness of administrative deliverables.
• Efficiency in supporting project coordination and vendor communication.
• Smooth onboarding for staff and vendors.
• Reduction of administrative bottlenecks for leadership and project teams.