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About the Role
Ovadia Interior Design and Architecture seeks a Receptionist and Personal Assistant to serve as the first impression of the studio and provide direct support to the founder. This role requires someone who enjoys details, anticipates needs, and maintains a smooth front desk and principal's schedule, with discretion, hospitality, and a calm demeanor being paramount.
Responsibilities
- Greet clients, vendors, and guests, ensuring a welcoming experience.
- Answer, screen, and route incoming calls, taking clear messages.
- Manage mail, packages, messengers, and courier services.
- Maintain reception, conference rooms, kitchen, and common areas in a clean and presentation-ready state.
- Manage the principal's calendar, including meetings, appointments, and schedule changes.
- Coordinate all aspects of travel, including flights, hotels, cars, and itineraries.
- Schedule personal appointments, handle errands, and coordinate household logistics.
- Prepare, submit, and track expense reports and reimbursements.
- Draft, proofread, and send correspondence on behalf of the principal.
- Handle sensitive personal and business information with confidentiality and discretion.
- Order and maintain office, kitchen, and print supplies within budget.
- Serve as the primary contact for building management, cleaning crews, and maintenance vendors.
- Coordinate and follow up on service calls until resolution.
- Oversee office equipment and arrange for necessary service.
- Maintain organized and current vendor contact lists, service agreements, and office documentation.
- Support onboarding logistics for new team members.
- Prepare conference rooms for client meetings, including materials and refreshments.
- Order and set up catering for meetings and events.
- Assist with planning and executing team-building and client events.
- Manage calendars and bookings for shared conference and meeting spaces.
Requirements
- Associate or bachelor's degree
- 3 to 5 years of experience in a reception, executive assistant, or personal assistant role
- Warm, professional presence with excellent phone and in-person etiquette
- Excellent written and verbal communication, including proofreading and correspondence
- Proficiency in Microsoft Office Suite and Google Workspace
- Strong organizational skills and ability to manage competing priorities
- Proven discretion with confidential personal and business information
- Initiative, ownership, and willingness to support the team
- Comfort following up with vendors and building staff, including professional assertiveness when needed
- Experience supporting a founder, principal, or executive in a small business setting (preferred)
- Experience in interior design, architecture, luxury retail, or hospitality (preferred)
Skills
- Microsoft Office Suite
- Google Workspace
- Calendar Management
- Travel Coordination
- Expense Reporting
- Correspondence Drafting
- Confidentiality
- Organizational Skills
- Communication Skills
- Interpersonal Skills
- Vendor Management
- Event Planning Support
Location
- Manhattan
Work Type
- Full-time
- Onsite
Experience Level
- 3-5 years
Education Level
- Associate's degree
- Bachelor's degree
Salary/Compensations
- $60,000 to $75,000
Benefits
- PTO and paid holidays
- Medical, dental, and vision coverage (75% company-paid)
- 401(k) plan
- Pre-tax commuter benefits
- Summer Fridays
- Team-building events
- Strong company culture
About the Company
- Ovadia Interior Design and Architecture is a nationally recognized interior design and architecture studio.
- We craft fully customized interiors for high-end homes, luxury apartments, and ambitious development and commercial projects.
- Our work combines modern elegance, warmth, and a sense of play.