Executive Assistant – Operations

Jaque Bethke Design•Scottsdale, AZ

3d•$90,000 - $100,000•Onsite

About The Position

JAQUE is a nationally recognized luxury interior design firm specializing in high-end residential, hospitality, and brand-driven environments. We create highly customized spaces for discerning clients while managing complex projects involving designers, architects, builders, vendors, manufacturers, and consultants. As a founder-led and rapidly growing organization, JAQUE operates in a fast-paced environment where organization, accountability, communication, and execution are critical. We are seeking an experienced Executive Assistant – Operations who can support executive leadership while helping drive operational excellence across the company. The Executive Assistant – Operations provides high-level executive and operational support to the Founder while serving as a key connector between leadership, internal teams, vendors, consultants, and project stakeholders. This role combines executive assistance with operations coordination and requires someone who understands project-based businesses and can help manage the details behind complex design and construction projects. The ideal candidate has experience in interior design, architecture, construction, residential development, real estate development, hospitality, procurement, or a similar industry where managing timelines, vendors, and multiple stakeholders is essential. This individual will help ensure priorities move forward, communication stays organized, and operational commitments are executed effectively. The Executive Assistant – Operations works closely with the Executive Assistant – Client Experience. Both roles provide support to the Founder and executive leadership, but this position will primarily focus on internal operations, project coordination, vendor communication, and business execution.

Requirements

5+ years of experience in executive assistance, operations coordination, project coordination, or a related role.
Experience working with vendors, contractors, consultants, or project teams.
Understanding of project timelines, deliverables, and stakeholder coordination.
Strong written and verbal communication skills.
Excellent organizational and problem-solving abilities.
Ability to manage multiple priorities and deadlines.
Proficiency with Google Workspace, spreadsheets, project management tools, and business systems.
Professional presence when communicating with executives, clients, vendors, and partners.
Understands that details drive successful projects.
Enjoys creating structure in a fast-moving environment.
Is proactive and naturally takes ownership.
Can communicate confidently with designers, vendors, contractors, and executives.
Enjoys solving problems and keeping things moving.
Is comfortable working behind the scenes to support company success.
Has experience in a project-based industry where organization and execution matter.
Flexibility and responsiveness due to the nature of JAQUE’s business, executive support responsibilities, project timelines, and operational needs.
Comfortable with occasional early mornings, evenings, or weekends as business needs require.
Comfortable with adjusting priorities quickly.
Comfortable with supporting urgent operational matters.
Comfortable with assisting during key project milestones, events, or installations.

Nice To Haves

Experience in luxury interior design, architecture, construction, custom home building, real estate development, hospitality, procurement, or a similar industry strongly preferred.

Responsibilities

Provide executive support to the Founder and leadership team.
Assist with calendar coordination, scheduling, and meeting preparation.
Track priorities, action items, deadlines, and follow-up items.
Prepare reports, documents, meeting materials, and internal communications.
Support special projects and executive initiatives.
Assist with personal administrative needs as required.
Maintain confidentiality and exercise sound judgment.
Support daily operational activities across the organization.
Coordinate communication between leadership and internal departments.
Help ensure teams have the information, resources, and follow-up needed to execute priorities.
Track company initiatives, deadlines, and deliverables.
Identify gaps, inefficiencies, and areas where additional organization or support is needed.
Assist with improving processes, systems, and workflows.
Help maintain accountability across active initiatives.
Support coordination across interior designers, architects, builders, contractors, vendors, and consultants.
Assist with project timelines, meetings, follow-ups, and documentation.
Track project-related action items and outstanding decisions.
Support communication between internal teams and external partners.
Assist with installations, project milestones, and operational logistics.
Help maintain organization across multiple active projects.
Serve as a communication point between JAQUE and vendors, manufacturers, consultants, and partners.
Assist with vendor communication, scheduling, and follow-up.
Support procurement-related coordination and operational tracking.
Help ensure commitments, deadlines, and deliverables are being met.
Maintain professional relationships with external partners.
Collaborate with design, procurement, sales, marketing, finance, and operations teams.
Help facilitate communication and alignment between departments.
Support internal meetings, follow-ups, and accountability.
Assist leadership in ensuring teams remain organized and aligned with company priorities.
Occasionally support executive travel preparation and logistics.
Occasionally support company events.
Occasionally support industry events.
Occasionally support installations and project-related travel.