Executive Assistant

JOB DESCRIPTION

We're on the hunt for a resourceful, proactive, and exceptionally organized multitasker to join Erin Tripodi Design as our Executive Assistant.

In this part-time, 10-15 hours per week, remote role, you'll be the glue that holds our fast-paced, creative operation together. You'll help juggle all the logistics that go into our work. You'll work alongside the Design Team and Procurement Team to make sure nothing is missed, improve the client's experience, and possibly contribute to social media efforts. Whether you’re streamlining workflows, fine-tuning communication, or tackling admin tasks, your role will be vital to the success of our team.

We need someone who thrives on problem-solving, loves creating structure, and is ready to jump into a variety of roles. You'll manage everything from the design calendar to client communication while ensuring flawless execution of multiple events and projects.

If you're a go-getter who loves to organize, streamline, and solve challenges before they even arise, this is the role for you!

What we do at Erin tripodi design

Erin Tripodi Design (ETD) is a boutique interior design firm based in Arlington, Virginia, dedicated to creating beautiful, layered, and curated spaces that reflect our clients' unique stories. We specialize in holistic design solutions for single rooms, multiple rooms, and entire homes, encompassing renovations, new builds, and furnishings. Our mission is to blend creativity with functionality, delivering instantly livable and joyful spaces through a streamlined process that allows clients to truly enjoy the journey.

Administrative & Client Coordination:

• Inbox Management: Monitor and manage the team inbox, ensuring timely responses and organization of client communications.
• Client Onboarding: Assist in onboarding new clients by sending welcome materials, gathering initial information, and ensuring all necessary documents are completed.
• Proposals, Contracts, and Invoices: Prepare and send client proposals, contracts, and invoices, tracking approvals and payments as needed.
• Client Communication & Updates: Serve as the point of contact for client inquiries, providing timely updates and coordinating project milestones.

Project Management & Design Support:

• Maintain and update the client process in ClickUp, ensuring all project details, timelines, and next steps are organized.
• Assist in preparing design presentations, mood boards, and project documentation.
• Source and organize materials, furnishings, and finishes, coordinating with vendors and suppliers.
• Communicate with contractors and procurement teams to support project execution.
• Manage tasks at properties, like vendor meetings, client walk-throughs, etc.
• Help with picking up keys, picking up samples, returns and other errands as needed.

Vendor & Operations Management:

• Vendor Management: Coordinate with vendors, request quotes, and track orders and lead times to keep projects on schedule.
• Maintain organized records of project-related expenses and payments.
• Assist with internal operations, including refining workflows and updating standard operating procedures (SOPs).

Marketing & Social Media Support:

• Assist with managing ETD's social media presence by drafting and scheduling posts.
• Engage with online audiences, responding to comments and messages as needed.
• Help curate content for newsletters, blog posts, and marketing materials.

At ETD, we value collaboration, creativity, and a passion for design. If you are a proactive individual with a dedication to excellence in interior design, we invite you to apply for this exciting opportunity to join our dynamic team.

• Have proven experience as an Virtual Assistant, Administrative Assistant, or in a similar role.
• Be able to work efficiently and effectively, even when under stress.
• Be self-motivated; we aren't micro-managers.
• Have strong organizational and time-management abilities.
• Have excellent written and verbal communication skills.
• Experience working in a creative or entrepreneurial environment is a plus.
• Be proficient with tools like Google Workspace or tech-savvy enough to pick up tools quickly with a willingness to excel in them.
• Be a proactive thinker who sees the big picture and is skilled at breaking goals into actions and executing.
• Have a self-starting attitude and be willing to learn or seek out how to do tasks or use platforms that you aren't familiar with.
• Loves to learn and grow.
• Have a desire to be a part of a team, with a team attitude.

If you have specific questions, please email tiff@fiercedecorum.com