We are seeking an experienced Office Manager/Executive Assistant to oversee administrative functions, manage day-to-day office operations, and provide personal and administrative support to the Principal. Our ideal candidate is exceptionally organized, efficient, and highly dependable, with proactive skills to ensure the smooth running of a small but busy office.
• Office Management:
o Oversee day-to-day office operations, ensuring a clean, organized, and efficient workspace.
o Manage office supplies inventory and place orders as needed.
o Coordinate maintenance and repairs for office equipment and facilities.
o Handle incoming and outgoing mail and packages.
o Oversee HR matters, including company benefits, payroll, vendor, and utility management.
o Manage an Administrative Assistant and an intern, as needed.
• Executive Support:
o Provide administrative support to the executive team, including scheduling meetings, managing calendars, and preparing documents.
o Assist with travel arrangements, including booking flights, hotels, and transportation.
o Prepare and edit correspondence, reports, and presentations.
o Handle confidential information with discretion.
• Client Relations:
o Serve as the first point of contact for clients and visitors, providing a warm and professional welcome.
o Assist with client communications and follow-ups.
o Coordinate client meetings and ensure all necessary materials are prepared.
• Project Assistance:
o Support the design team with project-related administrative tasks.
o Maintain project files and documentation.
o Assist in the preparation of design presentations and proposals.
• Scheduling:
o Schedule meetings, events, and travel for the Principal and staff.
o Inform the Principal and essential stakeholders of all scheduled items and updates in a timely and efficient manner.
o Ensure the Principal is adequately prepared for all scheduled engagements.
o Respond to invitations in a timely and courteous manner.
• Correspondence:
o Oversee professional and personal correspondence.
o Respond to invites and emails as directed.
o Create and maintain a database of personal and professional contacts.
o Oversee holiday mailings.
o Coordinate birthday, anniversary, etc., cards/gifts on behalf of the office.
o Coordinate vendor presentations for the office.
• Documentation:
o Maintain company digital records and manage computer filing systems.
• Administrative:
o Oversee ordering of supplies, maintaining the calendar, preparation for client presentations, mailing of packages, booking of travel, etc.
o Interface and collaborate with any third-party support services, including building maintenance, ADP, Accountant, and IT services.
o Assure office cleanliness and samples storage organization.
o Coordinate shipping, deliveries, and installations as needed.
o Weekly status reporting.
o Onboarding new employees and freelancers and maintaining proper documentation.
o Track vacations and sick time.
• Public Relations and Marketing Initiatives:
o Monitor and main
Qualifications:
• Proven experience as an Office Manager, Executive Assistant, or similar role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Interest in interior design is a plus.
• Knowledge of Fine Art & antiques and inventory management systems is a plus.
• Undergraduate degree in Business Administration or a similar discipline.
• Minimum of 3 years’ experience in a similar role with management responsibility.
• Proficient in Microsoft Office, Adobe, and familiarity with Studio Designer is a plus.
• Effective time management, prioritizing, and planning skills.
• Able to travel if or when needed, with a valid Driver’s License.
Hours: Part-time, approximately 20-25 hours per week. Flexible schedule with the possibility of remote work.
Kannalikham Designs is a high-end residential interior design firm dedicated to historic preservation, old-world traditions, and quality craftsmanship. We collaborate with a network of artisans to bring concepts from design to production, creating family legacies and supporting mentorship for future generations.
