Executive Assistant

We’re looking for an experienced Executive Assistant / Project Coordinator who already understands how the custom upholstery and window shade industry works: quotes, measurements, materials, lead times, production timelines, installation scheduling, and customer updates.

This role is equal parts admin, customer communication, and project tracking. You’ll help keep projects moving from inquiry to installation by staying on top of details, vendors, and timelines.

Key Responsibilities
• Manage project flow: lead ? consult/measure ? quote ? production ? install ? completion
• Coordinate scheduling for measurements, site visits, and installations
• Communicate with customers about timelines, approvals, and updates (email/phone/text)
• Follow up with vendors/workrooms on materials, hardware, fabrics, and lead times
• Track all project details accurately (measurements, fabric selections, hardware, special notes)
• Prepare and organize quotes/invoices/POs and ensure approvals are documented
• Keep a clean tracker so every project has a clear status, next step, and due date
• Support the owner/team with calendar management, reminders, and priority follow-ups
• Create/check simple checklists to reduce mistakes (wrong fabric, wrong hardware, missed notes)

Requirements (Must Have)
• Prior experience in custom upholstery and/or window treatments (shades/blinds/drapery)
• Familiarity with the full order lifecycle: quoting, materials, lead times, scheduling, installation coordination
• Strong written and spoken English; professional customer communication
• Excellent attention to detail and organization (measurements, selections, hardware, timelines)
• Comfortable with spreadsheets and tracking systems (Google Sheets/Excel; CRM/project tools)
• Reliable computer, stable internet, and quiet space for calls

Nice to Have
• Experience supporting an interior design studio, workroom, showroom, or installer network
• QuickBooks experience (or invoicing tools)
• Familiarity with common shade types/hardware terminology and fabric sourcing workflows
• Experience building SOPs/checklists

What Success Looks Like (30–60 Days)
• Quotes go out faster with fewer errors
• Customers get proactive updates and fewer “checking in” messages
• Lead times and vendor follow-ups are tracked consistently
• Install schedules run smoothly with fewer last-minute surprises
• The owner/team has a clear view of every project’s status at any time

Schedule
• Remote
• Full-time preferred
• Must overlap with the company’s operating hours (shared during screening)
9-5 EST