Agathus Studios is a boutique real estate investment and design firm that specializes in transforming luxury single-family residences and crafting compelling and intentional living spaces. Please visit the following link to view our latest project: https://www.youtube.com/watch?v=kYXDxnnj8fI. Please also find our instagram here: https://www.instagram.com/agathusstudios.
We are seeking a talented and detail-oriented Executive Personal Assistant / Operations Coordinator to provide support to our growing business and company’s founders. The ideal candidate is capable of handling a variety of different tasks with professionalism and efficiency, is highly adaptable and comfortable wearing a multitude of hats, and thrives in a startup-like environment.
We are looking for a candidate who possesses a proactive and can-do attitude, exemplary organizational and time management skills, and a keen eye and love for design. You must enjoy and be comfortable working on a diverse range of projects, willing to take initiative to solve problems, and have the ability to learn new skills quickly.
This is a hybrid position and the candidate must be able to regularly drive to various locations throughout Orange County. The assistant will be an integral member of the team and be involved in all aspects of the business, and will have an amazing opportunity to get hands-on entrepreneurship mentorship and experience in a dynamic and growing company. We are looking for a candidate who will be able to start as soon as possible.
Key Responsibilities
Administrative Support
- Manage and prioritize the company-wide calendar as well as the Founders’ personal calendars, ensuring smooth scheduling of meetings, appointments, company events, and travel.
- Coordinate all travel logistics and itineraries, including flights, ground transportation, accommodations, dining, and activities for business travel.
- Handle all correspondence, including internal/external emails, meeting invites, and client communications.
- Maintain and organize digital business records, ensuring accurate documentation of processes, files, and important information.
- Assist in bookkeeping and expense management duties, ensuring financial accuracy.
- Undertake ad hoc projects and research as needed, ensuring timely completion and high-quality deliverables.
- Coordinate cross-functional schedules to keep all team members aligned and informed on ongoing projects and deadlines.
Inventory Management
- Oversee purchasing and fulfillment of product requests, maintaining accurate and organized records.
- Review deliveries, separating personal purchases from business-related ones, ensuring clear accountability.
- Maintain up-to-date inventory records, tracking product details, pricing, and relevant data to ensure a streamlined system.
- Proactively build and refine inventory management processes and infrastructure to improve efficiency and organization.
Operations Coordination & Management
- Facilitate the flow of inventory to and from the warehouse, ensuring timely installation and delivery coordination.
- Serve as the primary point of contact for vendors, clients, and partners, ensuring all communications are handled professionally and efficiently.
- Arrange and oversee the pick-up and delivery of antique furniture pieces, ensuring all logistics are executed flawlessly.
- Support Founders in building and maintaining company infrastructure and SOPs in a wide variety of different areas of the company.
Project Planning & Strategy
- Spearhead ad hoc projects as assigned by the Founders, taking full ownership from concept to completion, including researching, planning, and executing on tight deadlines.
- Identify potential risks and develop mitigation strategies to minimize project disruptions.
- Collaborate with the Founders and team to define project scope, timelines, and deliverables.
- Track project progress, ensuring milestones are met in a timely manner.
- Ensure alignment of project objectives with overall company strategy and vision.
- Communicate project goals and expectations to all team members, providing clarity on roles and responsibilities.
Personal Assistance
- Support Founders in personal tasks, including packing for travel and sourcing gifts for special occasions.
- Run errands as needed, ensuring personal and professional tasks are completed smoothly.
- Plan personal vacations and trips, handling all logistics, from flights, accommodations, activities, dining, and ground transportation.
Qualifications:
- College degree required.
- Must be authorized to work in the United States.
- Reliable vehicle, valid driver’s license, and clean driving record.
- Excellent written and verbal communication skills.
- Highly organized, detail-oriented, and able to multitask effectively.
- High-degree of self-motivation and resourcefulness, and able to work with minimal guidance or supervision but also open to constructive criticism and following directions.
- Excels in dynamic environments with ever-evolving demands and new challenges.
- Critical thinking and problem solving skills.
- Demonstrates an adaptable, collaborative, and positive attitude.
- Displays a high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.
- Technologically savvy, with the aptitude to learn new software.
- Strong internet research skills and the ability to compile, digest, and summarize information in an organized, cogent, and aesthetically pleasing manner.
- Familiarity with Microsoft Office and Google Workspace is a must.
- Familiarity with software such as Adobe Creative Suite or Canva is a plus.
- Photography, videography, design, and/or other creative experience is a plus.
- Ability to speak Spanish, Mandarin, or Korean is a plus.
- Flexibility to occasionally work evenings and weekends (e.g. for vendor meetings, photography/video shoots, open houses) required.
This full-time position includes paid time off (holidays, sick, and accrued PTO days) and the ability to participate in a 401(k) plan with employer matching. Discretionary bonuses are also awarded. Salary commensurate with skills and experience. Hired candidates must submit to a criminal background and DMV check and provide a valid driver’s license, proof of vehicle registration, and authorization to work in the U.S.
How to apply:
Please send your resume and a cover letter highlighting your relevant experience to careers@agathus.com. If you have a portfolio, website, or social media account showcasing your creative work, feel free to include it with your submission. We’d also love to get a glimpse of what inspires you, so please share three Instagram accounts you follow regularly—these don’t have to be interior design-related, just accounts that are representative of you and your interests.
Only shortlisted candidates will be contacted. We’re excited to review your application and learn more about you!