Design Team Administrative Assistant

About the role

The Design Team Administrative Assistant will support a fast‑growing U.S. residential interior design studio by handling purchasing, project coordination, documentation, and client communications across multiple active design projects.

Key responsibilities

• Place and manage product orders, monitor budgets, track shipments, and coordinate deliveries with installers.
• Serve as the primary liaison between clients, designers, and internal teams, maintaining project files and updating management systems.
• Prepare client presentation materials, document meeting notes, and send project handoff communications.
• Provide post‑project support such as installation guides, replacement requests, and review of client revisions.
• Maintain digital product libraries, update affiliate purchasing links, and keep internal documentation current.

Required profile

• 1–3 years of experience as a Virtual Assistant, Project Coordinator, Administrative Assistant, or Operations Coordinator, preferably in interior design or a creative agency.
• Exceptional organizational skills with strong attention to detail in purchasing and documentation.
• Self‑starter who works independently, takes initiative, and adapts to evolving processes.
• Excellent written and verbal English communication, professional when interacting with clients and vendors.
• Collaborative mindset, anticipating designers’ needs and removing administrative burdens.

Required skills

• Proficiency with project management software and documentation systems.
• Familiarity with purchasing workflows, trade vendors, purchase orders, lead times, and U.S. measurements.