Executive Operations Assistant

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JOB TITLE

Executive Operations Assistant

JOB ID

EMIMIC1

INDUSTRY

Interior Design

LOCATION

LATAM preferred but open to other regions (PH / South Africa / Egypt)

JOB STATUS

Part Time (possibly transition to Full Time)

WORK SCHEDULE

Monday to Friday, 8am to 12pm / 9am to 1pm (EST)

SALARY

$8 - $11 per hour

TARGET START DATE

ASAP

ROLE OVERVIEW

About the Client:

The Client specializes in full-scale interior design projects from architectural space planning and custom millwork to furniture, finishes, and art curation for residential and commercial spaces. Many of our projects are paired with architectural teams to develop a holistic and well-considered space, with character and material baked into the planning.

About the Role:

We are seeking a high-caliber Executive Operations Assistant to serve as a proactive partner to the Principal Designer. This is not a transactional data-entry role; we need a strategist who wants to be an integral part of our business growth.

Your mission is to move the firm from "reactive mode" to proactive scaling. You will be the architect of our internal systems—simplifying workflows, managing the client journey from outreach to onboarding, and ensuring the Principal is no longer the bottleneck. You will possess a mindset to simplify, edit, and clarify everything you touch.

Key Responsibilities

1. Communication & Support

• The Client Journey: Partner with the Principal to build and document a clear client process from initial outreach through onboarding.
• Communications Support: Support the Principal in updating clients by preparing regular progress updates and refreshing standard information packages/client portals.
• Proposal & Scoping: Work with the Principal on new projects to draft proposals, work through estimates, and build out realistic project schedules.
• Project Liaison: During active projects, stay connected with the team to capture meeting minutes, extract action items, and assign tasks with firm deadlines in Asana.

2. Project Administration & Systems Governance

• System Architecture (Asana): Build and maintain the "source of truth" in Asana. This includes creating standardized templates to ensure project consistency.
• Calendar & Schedule Management: Work with the team to update project calendars and the company master schedule. Note: This role focuses on data and scheduling—you will not be responsible for design specifications or vendor relations.
• SOP Generation: Identify undocumented processes and create Standard Operating Procedures (SOPs). Ensure all SOPs have a standardized look and are easily accessible.
• Data Management: Maintain rigorous organization across our tech stack: Google Suite, Asana, Miro, Programma, and Harvest.

3. Financial Management Assistance

• Efficiency Tracking: Monitor weekly hourly tracking in Harvest to ensure the team is meeting billable targets. Use this data to inform and improve future project estimates.
• Subscription & App Audit: Maintain a master document of all business subscriptions and apps. Ensure we are on the best rates, monitor renewal dates, and flag unnecessary costs.
• Bookkeeping Liaison: Work alongside the Principal and bookkeepers to track monthly financial status and ensure all annual business reporting is up to date.

Qualifications & Skills

• Mindset: You naturally look for ways to simplify complex tasks. You are an "editor" by nature—clarifying communication and streamlining workflows.
• Technical Proficiency: * Project Management: Expert-level fluency in Asana.
• Data & Ops: High proficiency in Google Workspace, Miro, and Programma.
• Time Tracking: Experience with Harvest or similar billable-hour software.
• Financial Literacy: Comfortable managing "hygiene" docs, tracking dues, and analyzing "burn rates" on project hours.
• Communication: Exceptional English skills. You can mirror a professional, "high-touch" brand tone in all written client updates and proposals.
• Reliability: You are the person who ensures nothing falls through the cracks, from annual business filings to daily Asana task assignments.