Interior Design/Executive Assistant

Jennifer Butler Design
Grand Rapids
Interior Design/Executive Assistant

Contact Details

Contact EmailInfo@JenniferButler.Design
Job Description

Our award-winning, growing interior design firm, and we need help! The Design / Marketing / Office Assistant is responsible for the general overall support of the Principal and Senior Interior Designers, office functions and client projects. We are proud to provide functional, beautiful and sustainable design solutions to our discerning commercial and residential clients. We Don’t Do Boring. We Do Better!

Please note: This is not an Interior Design position, per se. Familiarity with the industry,

knowledge of construction, architecture, design and vendors for furniture, fabrics, art, decorative accessories and window treatments is strongly desired. You will not be designing projects, but assisting the Principal and Senior with their designs, occasionally with some direct responsibilities over sourcing, with design input. That may change over time with the right candidate. Perhaps this is you!

This position requires you to be highly flexible and assume duties as assigned. This role will be scheduled at approximately 25-40 hours /week, or based on the needs of business (which is increasing). The lists of tasks below are not extensive. Around here, we all pitch in when necessary, and wear many hats. You are the ideal candidate because you exhibit the following skills, experiences and qualities:

Personality & Workplace Culture

• A team player who thinks “we” not “I”, and always puts the client first

• Extremely punctual and adept with time management

• Prioritize tasks for importance and urgency, and work very efficiently

• Highly organized and maintain an orderly, methodical approach to your work

• Adaptable to fast-paced changes and sudden shifts in tasks on a daily basis

• Articulate and communicate with clarity and confidence, and a great listener

• Natural problem solver, looking at multiple options to achieve a solution to challenges

• You seek answers and ask for help, using good judgment and caution when it is necessary, to protect yourself and the business in all interactions

• Even-tempered and calm, not prone to stress or anxiety about work, and maintain a positive

attitude: you must work with a diverse variety of personalities and people

• Enjoy a relaxed work culture where we are serious, but have fun, laugh, and enjoy working in an industry that is creative and visually inspiring to others

• Professional in your demeanor, appearance and language, using tact and diplomacy

• Curious and naturally self-motivated to learn new things, and appreciate research

• Globally-aware, and think “big picture”, distilling large concepts down to practical use

• Polite, courteous, thoughtful, kind, open, easygoing, flexible, ambitious, dedicated, driven and proud of your work and what it represents

• Demonstrate loyalty and an interest in learning through direction, and growing with the company, long term

General Office and Administrative Assistance

• Provide a hefty amount of support to keep the designers jobs running smoothly

• Represent the company by answering phones, taking messages, interacting with guests to make them comfortable and welcomed

• Keep the studio organized and clean by tidying up, manage the sample library and

• Deliveries and Errands: you will be asked to deliver items to various vendors, partners and job sites, as well as to retrieve items for the business, projects or designers. You will run errands as required.

• Maintain our calendar and schedule appointments with clients, vendors and others

• Filter the emails of the Principal to organize and prioritize them, and maintain her schedule and task list accordingly, to help her stay highly organized and focused on a daily basis

• Help manage the Principal and Senior Designers by keeping them on task with a detailed list,

setting deadlines for completion of items, and running a “tight ship”

• Coordinate with our Bookkeeper and other professional support staff

Technical Skills & Abilities

• Ability to quickly learn and master new software and technical concepts

• General office equipment (copier, printer, phone, MAC computers, etc.)

• Word processing & Spreadsheet software (Word, Excel, Numbers, Notes, etc.)

• iCal or similar Calendar management experience

• Google Drive and all Google tools / apps for office management (Sheets, Docs, etc.)

• Desired, not required: AutoCAD, SketchUp (or similar software for drawing and rendering)

• Adobe Creative Suite (InDesign, Photoshop, Acrobat Pro, etc.)

• Hootsuite for Social Media post scheduling (IG, FB, Pinterest, LI, etc.)

• Helping staff manage iPhones, updates to software, data management (light tech support)

Project / Client Coordination

• Set up new clients across platforms and manage their files for the project duration

• Create to-do lists and help designers manage projects with software and other tools

• Aid in ordering, organizing, pricing and storing samples of materials, finishes and other items for each project

• Help find availability and pricing for a variety of items used in our design work

• Attend meetings where you take meticulous notes and photos, and document all that was said, the conditions, and turn those into digital documents / tools to use

• Draft letters to clients and partners about meetings, agendas, issues with products or the services we provide, or anything required by the designers

• Turn sketches into line drawings or models for various audiences*

• Occasionally support designers with choices in materials, finishes, fixtures, etc.

• Identify ways to continuously improve the process for clients, our staff and our partners

• Ensure that billable and non-billable hours by all staff are entered daily

• Track and manage orders; facilitate returns if necessary; coordinate jobsite deliveries through our third party white glove vendors, etc.

• Other special tasks and activities as required to help manage client projects

Marketing Coordination

• Understanding our brand and keeping everything focused through that lens

• Expanding the brand into new avenues of business with research and content generation

• Research and understand the nuances and complexities of how to engage on social media

platforms

• Help manage our extensive online social media presence and portfolio sites (Houzz, etc.)

• Create posting schedules and captions, hash tags and other relevant content

• Generate new ideas for content across these platforms with the team on a weekly basis

• Helping to qualify and funnel leads to the Principal / Senior Designer for follow-up

• Creating printed content with InDesign (or similar) and managing their printing and delivery to the office for dissemination to clients, partners, etc.

• Creating printed marketing packages for use across all platforms

• Organizing our digital marketing materials in intuitive, easy to access and use format

• As marketing opportunities arise, creating a plan to utilize our best resources

• Maintain our contacts in a clean, updated and easy to use database in our cloud-based software

If you feel like you have the education (Associates Required, Bachelors Preferred), experience (3-5 years is ideal) personality and skills to thrive in this position, we want to hear from you! We work 9-5, M-F with occasional weekend and evening appointments for clients. After a 90-day period, hired employees are eligible for IRA contributions, paid holidays and vacations, flexible work parameters, annual bonuses and more as we continue to grow our success with you on board. Email a Cover Letter, Resume with References and Portfolio (if applicable) to Info@JenniferButler.Design.

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