Executive Assistant to CEO
*Full-Time, In-House W-2 Employee Role for an External Client
*Must Be Located near Washington D.C. Metro Area
ABOUT THE FIRM
We are looking for an Executive Assistant for an external full-time, in-house role at a boutique firm that specializes in interior design and construction, creating customized spaces for residential and commercial properties.
By uniting project management, design, and construction in one place, the firm ensures a streamlined process from concept to completion. Every project reflects a dedication to quality, originality, and the client’s distinct vision. Working closely with clients and vendors, the firm’s team delivers customized experiences and results that align with the firm’s fundamental values of sustainability, craftsmanship, and timeless design. Fueled by creativity and precision, the firm is committed to building lasting client relationships and bringing inspired spaces to life.
ABOUT THE ROLE
This Executive Assistant role will be full-time and in-house, working directly with the boutique firm’s Founder and team at the firm’s location in Washington, D.C.
The firm is looking for a talented Executive Assistant who is capable of managing back office support seamlessly and efficiently to ensure team, client, and vendor satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor for the firm’s Founder, team, and clients. This role will work directly with and report to the firm’s Founder.
EXPECTATIONS
Represent the Firm in a Positive & Professional Manner
- Demonstrates exceptional work ethic and positive attitude
- Shows empathy, understanding, and authentic connection in interactions
- Practices professional communication reflecting firm values
- Embraces firm values, standards, and contributes to company culture
- Displays commitment to excellence and attention to detail
- Utilizes strong communication skills; drafts and edits correspondence with ease
- Remains technologically curious, savvy, and forward-thinking
- Builds trust and handles sensitive information with discretion
- Values diversity; works well in a multilingual team
RESPONSIBILITIES & ROLE EXPECTATIONS
- Maintain clear, professional communication with the Founder, team, clients, and vendors
- Anticipate and act on Founder’s needs; provide regular updates
- Independently manage tasks, projects, and deadlines with consistent follow-through
- Prioritize, filter, and respond to emails in a timely manner
- Coordinate complex schedules and send proactive reminders
- Oversee new team member onboarding
- Navigate complex issues and crises with sound judgment and professionalism
- Adapt quickly to shifting priorities in a fast-paced environment
- Plan and coordinate travel, meetings, events, and vendor logistics
- Prepare powerpoint presentations and supporting materials
- Conduct project and industry research as needed
- Automate workflows, integrate tools, and manage project software
- Collaborate effectively with team members to meet goals
- Demonstrate strong knowledge of company operations and budgets
- Use advanced office, scheduling, and industry software with ease
- Perform additional administrative tasks as needed
TECHNICAL QUALIFICATIONS
- Knowledgeable in industry terminology, scheduling practices, and relevant technology systems such as Houzz, Building Connected, and Contractor Foreman
- Experience and comfortability with a range of technology such as Microsoft Office, Microsoft Powerpoint, Google Suite, Zoom, Mailchimp, Quickbooks Online, and other software
- Experience with high-volume inbox and calendar management, comprehensive scheduling, project management, and handling last-minute changes
GENERAL QUALIFICATIONS
- Must reside and be authorized to work in the United States
- Must be located within a 1-hour commute of downtown Washington, D.C.
- Bachelor’s degree in business administration or equivalent is preferred
- At least 5 years of the demonstrated experience in the role as outlined above supporting a C-Suite Executive or CEO
- At least 1-2 years of experience working within the construction, property management, real estate, and/or interior design space
- At least 1-2 years of experience working in team management
- Must be available for full-time work in-house
SALARY & BENEFITS
- Full-time W-2 employee role in-house
- Eligible for an alternative work schedule (Monday-Friday)
- Salary range set aside for this role will be $75,000 - $85,000 annually based on experience
- Other employee benefits include eligibility for commissions and/or bonuses, a 401K, and a monthly health stipend
HOW TO APPLY
Please submit your information, resume, and cover letter here. In your cover letter, please address your specific interest in working with this boutique design-build firm, what you can bring to the firm in this role, how you will be successful in this full-time role, and include information about previous experience as related to the skills outlined above. Applications will be reviewed as they are submitted. Please allow up to two weeks for applications to be reviewed and responded to.
Top Skills
What We Do
VaVa Virtual Assistants is a full-service virtual assistance provider, serving clients of all sizes worldwide. Our team specializes in various administrative tasks and is equipped to take on any new task our clients require. We offer friendly and efficient assistance via telecommuting, at a fraction of the cost of employing administrative staff in your office.
Using a Virtual Assistant is more cost effective because we provide our own office and equipment, there is no paying for employee benefits or payroll taxes, and there are no long-term commitments. Additionally, there is no paying for idle hands so our clients pay only for the hours we are actively working. With our efficiency and expertise, we are able to cut our clients' workdays in half
