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About Us Welcome to Assign – where global talent thrives! We connect exceptional professionals like you with leading U.S. businesses, enabling you to showcase your skills on an international stage. At Assign, we believe in fostering an environment where talent can grow and flourish. We're committed to inclusivity, personal and professional growth, and we aim for service excellence in everything we do. By joining our network, you will be a part of a vibrant community shaping the future of work, transcending borders, and transforming businesses. Be a part of our journey as we shape the future of work! Hours: Full-Time | 9:00 AM – 6:00 PM EST Job Overview We're hiring an Operations & Executive Support to support a US-based architecture and interior design studio alongside the leadership team. Your mornings will focus on the studio side, helping with vendor coordination, client invoicing, and keeping projects and files organized. Your afternoons will focus on executive and sales support, including scheduling, travel, and sales admin. This is a great fit if you're organized, dependable, and enjoy being the person who keeps things moving. You don't need to have done every task on this list before. If you've worked in admin, coordination, or assistant roles and you pick things up quickly, we'll train you on the rest. Key Responsibilities Vendor and Purchasing Support Reach out to vendors for quotes and keep responses organized Prepare purchase orders and follow up with suppliers on order status Track production schedules, deliveries, and installation dates Flag delays or issues early so they can be sorted before they become problems Keep purchasing records and project budget trackers up to date Invoicing and Payment Follow-Up Prepare and send monthly client invoices (training provided on QuickBooks) Keep track of which invoices are paid and which are outstanding Send polite payment reminders and follow up on overdue accounts Maintain a simple tracker so the team always knows what's been billed and collected Executive and Travel Support Book and coordinate domestic and international travel, including flights, accommodations, and itineraries Handle the small logistical tasks that eat up leadership's time, like booking client dinners and researching options Take on "random but important" one-off requests and see them through Sales Admin Support Keep CRM records updated with leads, stages, notes, and outcomes Log outreach activity and responses Schedule sales calls and help with follow-ups Put together a simple weekly summary of pipeline activity and next steps General Admin and Operations Keep digital files and documentation organized Help with expense tracking and basic bookkeeping records Manage subscriptions, renewals, licenses, supplies, and service providers Coordinate with the bookkeeper and insurance broker as needed Suggest small improvements where you spot something inefficient Marketing Coordination Organize project photos by project Help coordinate photoshoots, including scheduling the photographer, stylist, and homeowner access, and preparing shot lists Collect project info, copy, and images for website updates and coordinate with the web designer Post approved content to Instagram and keep a simple content calendar Qualifications Demonstrated experience managing FF&E procurement and project coordination is required Experience supporting projects for US-based clients is required Experience in an admin, coordination, virtual assistant, or executive support role Fluent written and spoken English, with confident client and vendor communication Excellent organizational and time management skills are required Strong attention to detail and the ability to manage multiple projects simultaneously Ability to work independently and manage your own day without being chased Prior experience at an interior design or architecture firm, FF&E dealer, or similar business is preferred Experience with QuickBooks or similar bookkeeping or accounting software is preferred Knowledge of procurement workflows, purchase orders, invoicing, and logistics is preferred Previous experience in a corporate setup, preferably with a US-based company, is preferred CRM and sales administration experience is preferred Experience coordinating travel or calendars for senior leadership is preferred What We Offer: Full-time, long-term role Paid Time Off (PTO) Paid U.S. holiday leaves Medical stipend after 3 months Opportunity to grow into expanded responsibility over time Clear opportunities for growth and professional development Collaborative, supportive, and people-first work environment How To Apply Interested applicants should apply using this link: https://forms.clickup.com/14359874/f/dp7a2-61538/SA2LIIP5AT6NGADQQV Note: Only shortlisted candidates will be contacted for an interview. Applications will be accepted until the role is filled. Pay: Up to Php55,000.00 per month Benefits Company events Opportunities for promotion Paid training Promotion to permanent employee Work from home Work Location: Remote
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