Executive Assistant

About Crest + Cove Designs

Crest + Cove Designs is a growing home staging and interior design company serving San Diego County. We specialize in creating elevated, welcoming spaces through home staging, residential design, short-term rental design, and landscape design.

Our work moves quickly, and every day looks a little different. We are looking for a highly organized, adaptable, and proactive Executive Assistant who can bring structure to a fast-moving creative business and help our owner stay focused on the company’s highest priorities.

About the Role

This is not a traditional administrative position. We need someone who can anticipate needs, organize moving parts, communicate confidently, and make sound decisions without requiring constant direction.

You will work closely with the owner to manage her calendar, priorities, communications, projects, and daily workflow. You will also help coordinate clients, properties, vendors, installations, de-stages, and team logistics.

The right person will be comfortable shifting priorities when schedules change, solving problems calmly, and keeping everyone informed. You should naturally notice what needs to happen next, and take ownership of making it happen.

Key ResponsibilitiesExecutive Support

• Manage the owner’s calendar, meetings, appointments, deadlines, and daily priorities
• Protect the owner’s time by identifying what requires her attention and what can be handled independently
• Create organized daily and weekly priority lists
• Keep track of open decisions, follow-ups, commitments, and important deadlines
• Prepare the owners for client meetings, team meetings, installations, and upcoming projects
• Help organize emails, messages, documents, notes, and company information
• Follow up consistently so important details do not fall through the cracks
• Anticipate scheduling conflicts, operational needs, and potential problems

Project and Client Coordination

• Coordinate staging installations, de-stages, consultations, design appointments, and property access
• Communicate professionally with clients, agents, vendors, property managers, and team members
• Confirm project dates, arrival windows, access instructions, payments, and property details
• Monitor each project from scheduling through completion
• Send proposals, contracts, invoices, payment reminders, and follow-up communications
• Maintain accurate client and property information across company system
• Ensure clients receive prompt, polished, and thoughtful service

Team and Daily Operations

• Help direct the team remotely throughout the day
• Communicate schedule changes, property information, assignments, and priorities clearly
• Confirm that team members have the information and resources needed for each project
• Monitor project progress and address delays or missing details
• Coordinate between the owner, staging team, movers, warehouse, clients, and vendors
• Reinforce company procedures and follow through on incomplete tasks
• Help maintain an efficient weekly workflow across multiple active properties
• Escalate urgent decisions while independently resolving routine issues
• Support team accountability in a professional and respectful manner

Administrative and Organizational Support

• Maintain organized digital files, client records, project documentation, and internal systems
• Update project management, inventory, CRM, and scheduling platforms
• Assist with invoicing, receipts, expense tracking, and basic reporting
• Create and improve checklists, templates, workflows, and standard operating procedures
• Track supplies, administrative needs, and upcoming operational deadlines
• Help prepare agendas and take actionable notes during meetings
• Support special projects and company initiatives as needed

What We Are Looking For

• Exceptionally organized and detail-oriented
• Proactive and able to anticipate needs
• Adaptable when schedules or priorities change unexpectedly
• Comfortable making decisions and solving problems independently
• Able to manage multiple projects without losing track of details
• Confident directing and following up with team members
• Warm, professional, and polished when communicating with clients
• Calm under pressure and capable of creating order in a fast-paced environment
• Strong sense of urgency without sacrificing accuracy
• Discreet and trustworthy with confidential business and personal information
• Comfortable working with a creative, entreprene…