Overview
Executive Administrative Assistant Jobs in New York, NY at Downey Interiors
About Us
Downey is a multi-disciplinary interior design firm founded and led by the firm’s principal, Alison Downey. Alison previously led the interior design program at global luxury furnishings brand, RH, and prior to that she was a senior designer for AD100 design firm, Jennifer Post.
Downey has completed an extensive portfolio of diverse and complex projects, providing interior and exterior design services for ground-up new construction, renovation projects, and the reimagining of existing spaces.
Overview
The Executive Assistant will act as a true right-hand to the firm’s owner and principal designer, managing daily operations, communications, scheduling, and special projects. Ideal candidates will be highly detail-oriented, professional, creative, and able to anticipate needs before they arise.
Duties
Manage and coordinate the owner’s calendar, appointments, travel arrangements, and daily scheduling priorities.
Act as a professional gatekeeper for emails, calls, and communications; draft, edit, and manage correspondence and follow-ups.
Prepare meeting agendas, attend meetings as needed, take detailed notes, and manage all action items to completion.
Serve as a liaison with clients, vendors, contractors, and internal team members on behalf of the owner.
Support project management by tracking deadlines, organizing project documentation, and following up on outstanding tasks.
Provide administrative and personal support to the owner to maximize day-to-day productivity.
Maintain and update client-facing templates, including service agreements, proposals, invoices, and project documents.
Oversee swatch library organization, schedule vendor meetings, and ensure materials and samples are current and well maintained.
Manage Dropbox file systems, ensuring all project documentation and assets are properly organized and accessible.
Coordinate with PR and creative agencies to support firm initiatives, including website maintenance and content updates.
Assist with social media efforts by helping manage the content calendar, sourcing imagery, drafting captions, and supporting basic graphic content creation (Canva, Photoshop, or similar tools preferred).
Experience
3+ years of experience as an Executive Assistant, Administrative Assistant, or Project Coordinator, preferably supporting a founder, principal, or senior executive.
Prior experience in a creative industry such as interior design, architecture, art, fashion, real estate, or luxury goods strongly preferred.
Experience managing high-volume calendars, travel coordination, and professional communications with clients and vendors.
Familiarity with the interior design process, design terminology, and project management milestones is a strong plus.
Comfortable working with Dropbox, Google Workspace, Microsoft Office, and project management tools (such as Asana).
Basic proficiency in graphic design tools such as Canva, Adobe Photoshop, or InDesign is preferred to assist with social media and marketing content.
Experience supporting website updates, social media management, and/or coordinating with PR/creative agencies is a plus.
Strong organizational skills with a natural ability to prioritize, multitask, and work proactively in a fast-paced environment.
High level of discretion, professionalism, and attention to detail.
Job Types: Full-time, Part-time
Pay: $35.00 – $40.00 per hour
Expected hours: 30 – 40 per week
Benefits:
Paid time off
Schedule:
Monday to Friday
Experience:
Executive administrative support: 3 years (Required)
Ability to Commute:
New York, NY 10021 (Required)
Work Location: Hybrid remote in New York, NY 10021
Title: Executive Administrative Assistant
Company: Downey Interiors
Location: New York, NY
Category:
