Receptionist / Personal Assistant

Ovadia Interior Design and Architecture•New York, NY

12d•Onsite

About The Position

Ovadia 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.

Requirements

Associate or bachelor's degree
3 to 5 years of experience in a reception, executive assistant, or personal assistant role
Warm, professional presence and excellent phone and in-person etiquette
Excellent written and verbal communication, including proofreading and correspondence
Proficiency in Microsoft Office Suite and Google Workspace
Strong organizational skills and the ability to juggle competing priorities without losing details
Proven discretion with confidential personal and business information
Initiative, ownership, and a willingness to jump in wherever the team needs support
Comfort following up with vendors and building staff, including when professional assertiveness is required

Nice To Haves

Experience supporting a founder, principal, or executive in a small business setting
Experience in interior design, architecture, luxury retail, or hospitality

Responsibilities

Greet 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.
Manage 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.
Order 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.
Prepare 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.