Executive Assistant + Studio Operations Manager

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

Reports To: Owner / Principal

Team Size Supported: 6-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 systemsensuring 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 portalclearly 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 & Skills
Prior 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 mindseteager 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 themanticipating 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 Pass

Paid Time Off & Leave
Time 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

Jacobs + Interiors is an award winning, residential interior design firm based in Vail, Colorado. We focus on high-end, large-scale projects. We offer a collaborative and supportive environment. We are looking for candidates with a passion for all aspects of the design process and a willingness to learn all aspects of the business.