Studio Manager / Administrative assistant

About GSD:

Gillian Segal Design is a boutique design firm offering a full range of Interior Design services, specializing in luxury residential, commercial and hospitality projects. Our studio is a creative, collaborative, fun and fast-paced environment and we are working on a range of projects across North America.

The Role:

This is a full time, hybrid role at Gillian Segal Design. The purpose of this role is to provide administrative support to ensure the efficient and smooth operation of the office. This position involves a variety of tasks ranging from providing support to the principal designer and the design team to managing the office.

Our ideal candidate is extremely organized and good at taking initiative. This person is someone who thrives on systems and can multitask with ease. We are an extremely tight knit team and having a team player who can contribute to a positive and supportive work environment is a must. This is an administrative role (and is not a role for an aspiring designer).

Roles & Responsibilities:

General Office Management:

- Maintain a clean and organized office environment.

- Manage office supplies, including ordering and restocking as needed.

- Coordinate office equipment maintenance and repairs.

- Ongoing and organization and management of sample library.

- Sending and receiving packages, collecting mail.

Communication:

- Answer the phones and assist with messages.

- Greet clients and see them comfortably into meetings.

- Respond to emails and correspondence promptly.

- Draft, proofread, and edit documents and communications as required.

Scheduling and Coordination:

- Schedule appointments and meetings.

- Manage calendars and assist in planning events.

- Manage the Principal Designers’ calendar and schedule including booking meetings, appointments, speaking engagements, presentations, and travel and ability to exercise discretion for time needs.

Administrative and Design Support:

- Provide general administrative support to team members.

- Assist Design team with quotes, placing and managing orders.

- Serve as liaison between PR team and principal/design team.

- Assist principal and company with project intake, proposals, contracts, and other project documents.

- Identify and resolve administrative issues and challenges proactively.

- Collaborate with team members to find effective solutions.

- Attend meetings and take notes and meeting minutes as required.

- Assistance with bookkeeping using Quickbooks

Skills & Qualifications

- Excellent written and verbal communication skills.

- Excellent computer skills including Microsoft Office suite.

- Time management skills.

- Keen attention to detail.

- Extremely organized

- Ability to multitask.

- Experience in an administrative role.

- Interest or knowledge of design an asset.

- Bookkeeping experience an asset.

- Post-secondary degree or diploma an asset.

Job Type: Full-time

Salary: $55,000.00-$70,000.00 per year

Benefits:

• Casual dress
• On-site parking
• Paid time off

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 2 years (preferred)

Language:

• Mandarin (preferred)

Ability to Commute:

• Vancouver, BC V6B 2T5 (required)

Ability to Relocate:

• Vancouver, BC V6B 2T5: Relocate before starting work (required)

Work Location: In person

Expected start date: 2024-03-25