Receptionist / Personal Assistant

Receptionist And Personal AssistantOvadia Interior Design and Architecture is a nationally recognized interior design and architecture studio in the heart of Manhattan, where modern elegance, warmth, and a sense of play come together in everything we create. We craft fully customized interiors for high-end homes, luxury apartments, and ambitious development and commercial projects, and we genuinely love both the work and the people we do it with.We are looking for a receptionist and personal assistant to be the warm, polished first impression of our studio and the right hand to our founder. This is a role for someone who genuinely enjoys taking care of people and details, who anticipates what is needed before being asked, and who keeps both a busy front desk and a busy principal running smoothly.

Discretion, hospitality, and a calm, can-do presence will matter here as much as organization.Position OverviewThe receptionist and personal assistant (RPA) owns the front of house and provides direct personal and administrative support to our founder. You will greet clients and guests, manage phones, mail, and deliveries, keep our conference rooms and common areas polished and ready, and coordinate with building management and office vendors. On the personal assistant side, you will manage calendars, travel, appointments, expenses, and personal errands, always handling confidential information with complete discretion.

You will also help set the stage for client meetings and firm events, making sure every detail is thought through before anyone walks in.What You Will Be DoingReception and Front of HouseGreet clients, vendors, and guests, and make every visitor feel welcomed and well cared for.Answer, screen, and route all incoming calls, and take clear, complete messages.Manage incoming and outgoing mail, packages, messengers, and courier and shipping services.Keep reception, conference rooms, the kitchen, and common areas clean, stocked, and presentation ready at all times.Support to the PrincipalManage the principal's calendar, including meetings, appointments, reminders, and daily schedule changes.Coordinate travel end to end, including flights, hotels, cars, and detailed itineraries.Schedule personal appointments, handle errands, and coordinate household and family logistics as needed.Prepare, submit, and track expense reports, receipts, and reimbursements.Draft, proofread, and send correspondence on the principal's behalf.Handle sensitive personal and business information with complete confidentiality and discretion.Office, Vendor, and Facilities CoordinationOrder and maintain office, kitchen, and print supplies, and keep costs in line with budget.Serve as the day-to-day contact for building management, cleaning crews, and repair and maintenance vendors.Coordinate service calls and follow through until each issue is fully resolved.Oversee office equipment, including printers, copiers, and the print management system, and arrange service as needed.Maintain vendor contact lists, service agreements, and office documentation in an organized, current form.Support onboarding logistics for new team members, including desk setup, supplies, and building access.Client Hospitality and EventsPrepare conference rooms for client meetings and presentations, including materials, samples, and refreshments.Order and set up catering for meetings, team lunches, and special occasions.Assist with planning and running team-building events, client events, and holiday celebrations.Manage calendars and bookings for shared conference and meeting spaces.What We Are Looking ForRequiredAssociate or bachelor's degree3 to 5 years of experience in a reception, executive assistant, or personal assistant roleWarm, professional presence and excellent phone and in-person etiquetteExcellent written and verbal communication, including proofreading and correspondenceProficiency in Microsoft Office Suite and Google WorkspaceStrong organizational skills and the ability to juggle competing priorities without losing detailsProven discretion with confidential personal and business informationInitiative, ownership, and a willingness to jump in wherever the team needs supportComfort following up with vendors and building staff, including when professional assertiveness is requiredPreferredExperience supporting a founder, principal, or executive in a small business settingExperience in interior design, architecture, luxury retail, or hospitalityWhat We OfferBase salary range of $60,000 to $75,000, commensurate with experiencePTO and paid holidaysMedical, dental, and vision coverage (75% company-paid)401(k) planPre-tax commuter benefitsSummer FridaysTeam-building events and a strong company cultureOffice HoursMonday through Thursday: 9:00 AM to 6:00 PM Friday: 9:00 AM to 4:00 PM