Office Manager & Executive Assistant

The Opportunity

The studio is in a period of strong growth, both at home and abroad. We are looking for a personable, organized and proactive Office Manager & Executive Assistant to join our team.

This role has two equally important parts. As Office Manager, you keep the studio running smoothly, overseeing the day-to-day organization and efficiency of our office. As Executive Assistant, you provide both business and personal support to the Director, anticipating needs and managing tasks with discretion, urgency and care.

We use AI tools to lighten routine administrative work. In this role, you will work alongside an AI assistant to manage the Director’s inbox and calendar, and help us find new ways to bring these tools into the studio. This role reports to the Director, with day-to-day guidance on office operations from the Business and Operations Manager.

Key Responsibilities

Office Management

• Serve as host and concierge of the KDD office: welcome clients and visitors, and respond to incoming calls and emails, including new project enquiries
• Manage incoming and outgoing shipments
• Act as liaison with building management, coordinating visits and maintenance as required
• Keep the office organized, immaculate and well stocked
• Curate the client meeting experience: prepare meeting rooms with IT setup, flowers, refreshments and catering
• Maintain project, vendor and client lists and databases
• Manage the storage room, keeping it organized and overseeing what is collected and stored
• Lead IT administration for the studio: set up and offboard team members (accounts, access, laptops and hardware), act as the first point of contact for everyday computer, printer, Wi-Fi and software issues, and escalate larger problems to our external IT provider
• Plan and organize team events and outings
• Support in gathering assets for social media at the Director’s request

Executive and Personal Assistance to the Director

• Manage the Director’s inbox and calendar with the support of an AI assistant: schedule meetings, prioritize communications and bring forward what needs the Director’s attention
• Arrange business and personal travel
• Provide administrative and personal support to the Director, including daily meals, pickups and deliveries, and personal and family appointments
• Anticipate needs and offer support before it is requested
• Handle confidential business and personal information with discretion

Working Conditions

• Based full-time in our Vancouver studio
• A valid driver’s licence and reliable transportation for pickups, deliveries and appointments on behalf of the studio and the Director, as well as vendor and site visits
• Flexibility to support installations, which occasionally fall on evenings or weekends

Qualifications

• 5+ years of administrative or office experience, with strong clerical skills
• 2+ years directly supporting a senior leader or business owner as an executive assistant, personal assistant or in a similar role
• Exceptional organizational skills: you prioritize competing demands with composure, and others know they can rely on you
• A keen eye for detail: you notice what others miss and take care to get the small things right
• Outstanding communication skills in written and spoken English: you are warm in manner, precise in your words and thoughtful in how you engage with colleagues and clients alike
• A service-oriented mindset: you understand that supporting others well is its own form of excellence, and you take pride in it
• Foresight and initiative: you read a situation, anticipate what is needed and handle it without fanfare
• Sound judgement and discretion: you handle confidential and sensitive matters with care
• Flexibility: you move easily between many kinds of tasks in a busy studio
• Confidence with everyday IT: you set up accounts and devices, manage users in Google Workspace and resolve basic technical issues
• An openness to AI and new technology, with real curiosity about how they can streamline studio workflow; experience managing AI assistants or agents is an asset
• Experience in interior design, architecture or another design or luxury service business is an asset

Compensation: $65,000 - $80,000 per annum.

How to Apply

If you're energized by this opportunity, we want to hear from you! Please submit your resume and cover letter to careers@kellydeckdesign.com.

Candidates must be legally authorized to work in Canada. We thank all applicants for their interest; however, only those selected for an interview will be contacted.