Executive Assistant To CEO

Executive Assistant to the CEO
Part-Time, Hybrid – In Person Required)
Location: Malvern, PA I Interior Design Firm

About the Role

A well-established, privately owned interior design firm is seeking an experienced, highly trustworthy Executive Assistant to support the Owner in both professional and limited personal capacities. This is a high-impact, high-trust role designed for someone who has done this work before and understands discretion, anticipation, and executive-level support.

While the role offers flexibility, in-person presence is essential. The assistant will work a hybrid schedule with a minimum of three in-person days per week. This position is intended to create continuity, clarity, and ease for the Owner across both business and personal responsibilities.

This is not a creative or design role and is not intended as a stepping stone into another discipline. It is ideal for someone who genuinely enjoys being right-hand support, thrives on organ ization, and takes pride in protecting someone else’s time, attention, and mental load.

Key Responsibilities
Executive & Business Support

• Manage and prioritize the Owner’s email inbox, filtering and flagging high-value or time-sensitive communications
• Manage complex calendars and scheduling across professional and personal commitments
• Coordinate meetings, appointments, deadlines, and follow-ups
• Handle travel planning and logistics (flights, hotels, itineraries)
• Prepare, organize, and maintain digital files, contracts, and key documents
• Act as a gatekeeper when appropriate to protect the Owner’s time and focus

Priority & Attention Management

• Proactively identify conflicts, bottlenecks, and scheduling risks before they arise
• Ensure the Owner is focused on what matters most by minimizing unnecessary interruptions and decision fatigu e

Personal & Lifestyle Support

• Schedule personal appointments (medical, personal commitments, etc.)
• Coordinate personal arrangements such as dinner reservations and special events
• Assist with personal logistics and household-related planning as needed to reduce overall mental load
• Run occasional errands, including grabbing lunch

Office Support

• Provide in-person support during scheduled days
• Assist with light administrative and operational needs as directed
• Support organization and workflow efficiency to ensure smooth day-to-day operations

Continuity & Reliability

• Serve as a point of continuity during the Owner’s absence, ensuring communications, schedules, and priorities remain organized and nothing falls through the cracks

Internal Coordination (Limited & Directed)

• Assist with internal scheduling, communications, and logistics as requested
• Provide occasional support related to internal initiatives, without assuming people management or HR responsibilities

The Ideal Candidate
This role requires maturity, sound judgment, and exceptional discretion. The ideal candidate:

• Has prior experience as an executive or personal assistant
• Is comfortable handling confidential business and personal information
• Understands professional boundaries and confidentiality as non-negotiable
• Is proactive, organized, and anticipates needs rather than waiting for direction
• Enjoys creating order, managing details, and making someone else’s day run smoothly
• Is calm under pressure and confident prioritizing competing demands
• Is comfortable operating with high trust, minimal hand-holding, and clear boundaries
• Takes ownership of tasks from start to finish

Confidentiality & Trust
This role will have access to sensitive business information and personal affairs. A demonstrated history of discretion and professionalism is required. Candidates must be comfortable signing confidentiality agreements and adhering to policies related to privacy, data security, and professional conduct. Clear communication, trust, and respect for boundaries are essential to success.

Requirements

• Proven experience in an executive assistant or comparable high-trust support role
• Strong written and verbal communication skills
• High level of professionalism, discretion, and emotional intelligence
• Excellent organizational and time-management skills
• Tech-savvy and comfortable managing email, calendars, and digital systems
• Reliable transportation and ability to be in-person at least three days per week
• Must reside within a 30-minute commute of Malvern
• Experience supporting high-net-worth individuals or families preferred

Why This Role Is Unique
This is a long-term opportunity for the right person — someone who values trust, consistency, and being a true partner behind the scenes. Competitive compensation is offered in exchange for experience, professionalism, and peace of mind. This position is best suited for someone interested in building a long-term career in operations/project coordination within a design environment. It is not structured as a pathway into a designer role.

Work Hours/Location

• Part-time, Monday to Friday, approximately 20-30 hours/week to start; final schedule to be determined collaboratively
• Hybrid (Minimum 3 days per week in-person)

Pay Range

• $29.00- $30.00/ hour

Benefits

• 10 paid holidays (9 national holidays + your birthday!)
• PTO
• Phone Reimbursement
• Mileage Reimbursement
• 401k once qualified
• Quarterly team events

If this sounds like a role you'd be interested in, we'd love to hear from you-- apply today!