Job Openings Admin-focused VA

About the job Admin-focused VA

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Job title: Admin-Focused VA
Type of employment: Full-time
Shift Schedule: 8am to 5pm PST

This role focuses on administrative support within a creative studio, handling calendar management, client communications, invoicing, and file organization. The candidate plays a key role in ensuring smooth day-to-day operations, collaborating closely with the lead designer in a detail-driven and dynamic environment.

About the Employer:

The client is a growing interior design studio based in the U.S. that specializes in creating warm, personalized spaces for residential and boutique commercial clients. From mood boards to final styling, the brand is known for blending function and aesthetics in a way that reflects each client's personality. As the studio expands, the team is looking for a reliable, detail-oriented Admin VA to help streamline backend operations and client communications.

Company core values:

  • People First: We design for people, not trends

  • Details Matter: Precision and polish are part of our craft

  • Own the Process: Every project is a collaboration. We value accountability

  • Learn & Adapt: We stay curious, open, and always improving

Objectives of this role:

  • To provide high-quality administrative support that ensures the design team stays organized, client communication is timely and professional, and internal processes run smoothly. The Admin VA will manage scheduling, documents, and day-to-day tasks that allow the creative team to focus on delivering great design work.

Responsibilities:

  • Manage inbox, calendar, and appointment scheduling for the lead designer

  • Respond to client inquiries and follow up on project milestones or next steps

  • Create and organize project folders, timelines, and client onboarding documents

  • Prepare invoices, estimates, and proposals using templates

  • Maintain databases for vendor contacts, inventory tracking, and client records

  • Assist in compiling design presentations, mood boards, and shopping lists

  • Update task boards and checklists in tools like Trello or Notion

  • Handle personal assistant tasks for the lead designer (booking travel, ordering supplies, etc.)

  • Generate weekly status reports for ongoing client projects

Required skills and qualifications:

  • 2+ years experience in administrative or executive assistant roles (virtual or in-office)

  • Strong verbal and written English communication skills

  • Highly organized with excellent time management and prioritization skills

  • Comfortable with email handling, document formatting, and online file systems (Google Drive, Dropbox)

  • Familiarity with Trello, Notion, or similar project management tools

  • Proficient in spreadsheets (Google Sheets or Excel)

  • Able to work independently, anticipate needs, and adapt to changes

Nice to have:

  • Experience working in creative industries such as interior design, architecture, or home staging

  • Familiarity with Canva, PowerPoint, or Adobe for basic presentation support

  • Basic knowledge of invoicing platforms like QuickBooks, HoneyBook, or Wave

  • Experience coordinating with clients or vendors via email and chat apps

  • Knowledge of Pinterest, Instagram, or Houzz for light content scheduling or inspiration sourcing