Administrative Operations Assistant

Jaque Bethke Design•Scottsdale, AZ

About The Position

JAQUE is a luxury interior design firm specializing in high-end residential, hospitality, and brand-driven environments. Our company operates in a fast-moving, founder-led environment where creativity, urgency, organization, and execution all matter equally. We are growing quickly and are seeking a highly organized, proactive, and high-energy Administrative Operations Assistant to support executive leadership and help create structure across daily operations. This role is ideal for someone who thrives in fast-paced environments, enjoys solving problems, loves organization, and takes pride in keeping people, priorities, and schedules running efficiently. The Administrative Operations Assistant serves as a critical support role for the Founder and Executive Team, helping manage communication, scheduling, travel coordination, operational follow-through, and day-to-day executive organization. This is not a passive administrative role. We are looking for someone who anticipates needs before being asked, operates with urgency and professionalism, creates order in fast-moving environments, remains calm under pressure, follows through relentlessly, enjoys high-accountability environments, and can confidently manage multiple moving priorities at once. The right person will help bring structure, consistency, organization, and operational support to a dynamic and rapidly evolving company.

Requirements

3+ years of experience in administrative support, executive assistance, operations coordination, or similar roles
Strong organizational and time management skills
Excellent written and verbal communication abilities
Experience managing calendars, scheduling, and executive coordination
Proficiency with Google Workspace, spreadsheets, calendars, and communication platforms
Ability to maintain professionalism in high-pressure situations
Willingness to travel frequently and work flexible hours as needed

Responsibilities

Manage complex calendars, scheduling, and executive coordination
Prepare leadership for meetings with agendas, reminders, notes, and supporting materials
Organize and prioritize incoming communication, emails, and action items
Track deadlines, deliverables, and follow-through across multiple initiatives
Maintain organized systems, records, files, and documentation
Assist leadership with daily operational and administrative support
Coordinate frequent travel arrangements, itineraries, accommodations, and transportation
Adapt quickly to schedule changes and evolving priorities
Assist with onsite coordination for meetings, events, installations, and executive travel
Support communication and coordination across internal teams and external partners
Follow up consistently with vendors, consultants, clients, and team members
Help maintain accountability and operational flow across active projects
Identify bottlenecks or organizational gaps and proactively help resolve them
Ensure leadership stays informed, prepared, and organized
Help maintain clarity in a high-volume, fast-paced environment
Exercise professionalism, discretion, and strong judgment in sensitive situations