Executive Assistant / Studio Office Manager

D L English Design is seeking an experienced Executive Assistant / Studio Office Manager to support company leadership while helping oversee the day-to-day operations of our Pasadena studio.

This role combines executive support, office management, operations coordination, scheduling, vendor management, and general business administration. The ideal candidate is highly organized, proactive, resourceful, and comfortable managing both high-level projects and day-to-day operational needs.

Experience supporting leadership within design, architecture, fabrication, construction, creative services, or a related industry is strongly preferred.

Essential ResponsibilitiesExecutive Support & Organizational Management

• Manage complex calendars, scheduling, travel arrangements, and meeting coordination for ownership and leadership.
• Maintain Smartsheet systems, dashboards, reports, action-item tracking, and organizational follow-up.
• Coordinate leadership meetings and ensure timely follow-through on commitments and priorities.
• Assist ownership in managing competing priorities and maintaining visibility into key business initiatives.
• Serve as a trusted operational partner and point of coordination for leadership.

Studio Operations

• Oversee day-to-day administrative operations of the Pasadena Design Studio and coordinate operational matters with the Pacoima Production Services facility.
• Coordinate facility maintenance, repairs, service providers, office improvements, and vendor relationships.
• Manage office supplies, furniture, materials, equipment, and operational purchasing.
• Oversee office systems, processes, and administrative workflows to improve efficiency and effectiveness.
• Coordinate travel, hospitality, client visits, Lunch & Learn programs, and special events.
• Maintain awareness of ongoing operational needs and proactively identify issues requiring attention.

Financial & Administrative Coordination

• Coordinate vendor documentation, credit card administration, expense tracking, and related administrative functions.
• Assist with business licenses, permits, registrations, insurance documentation, and company records.
• Coordinate with outside accounting, legal, insurance, technology, and service providers as needed.
• Maintain accurate records and documentation supporting administrative and operational activities.

Employee Experience & Administrative Support

• Coordinate onboarding activities, background checks, I-9 documentation, employee access requests, and related administrative processes.
• In partnership with the HR Director, provide administrative support and coordination for benefits administration, workers’ compensation, leaves of absence, employee transitions, audits, and other HR-related processes as assigned.
• Assist with employee events, recognition programs, team celebrations, and company culture initiatives.
• Support offboarding activities and administrative transitions as needed.

Organizational Leadership & Accountability

• Serve as a central communication and coordination resource for the organization.
• Monitor operational priorities, identify gaps or obstacles, and help ensure timely resolution.
• Maintain visibility into ongoing projects, initiatives, and organizational commitments.
• Help create accountability and communication flow between departments, leadership, vendors, and support functions.
• Provide a strong operational presence that helps keep the organization organized, responsive, and aligned.

Qualifications

• Minimum 7 years of experience in an Executive Assistant, Office Manager, Studio Manager, Operations Manager, Chief of Staff, or similar role.
• Strong preference for candidates with experience in architecture, design, construction, fabrication, environmental graphics, creative services, engineering, or related project-based industries.
• Demonstrated experience supporting senior leadership and managing complex organizational priorities.
• Advanced organizational, project coordination, and follow-through skills.
• Strong proficiency with Microsoft Office Suite, particularly Excel and PowerPoint.
• Experience with Smartsheet or similar project tracking and reporting platforms strongly preferred.
• Excellent written and verbal communication skills.
• Ability to exercise sound judgment, maintain confidentiality, and operate with a high degree of professionalism.
• Proven ability to manage multiple priorities in a fast-paced envir…