Office Manager / Executive Assistant

Office Manager & Executive Assistant

Kelly Wearstler Studio is seeking a highly organized, proactive, and tech-forward Office Manager & Executive Assistant to support our leadership team and oversee day-to-day studio operations. Reporting directly to the VP of Operations, this role is pivotal in ensuring seamless organizational flow while driving innovation through AI-enabled efficiencies across operations, HR, communications, and creative workflows. We are looking for a resourceful and discreet professional with at least four years of experience in office management and executive support. The ideal candidate thrives in a fast-paced, design-focused environment, excels in communication, and is passionate about integrating emerging technologies to optimize productivity and collaboration.

Key Responsibilities

• Office Operations & Culture
  • Oversee daily office management, including supplies, mail, vendor relationships, and amenities programs.
  • Plan and execute internal events, team gatherings, and celebrations, managing budgets and vendor coordination.
  • Prepare presentations, reports, and contracts, ensuring accuracy, compliance, and timeliness.
• Executive & Administrative Support
  • Manage complex scheduling, calendars, and travel itineraries for the executive team.
  • Anticipate and resolve scheduling conflicts with technology-driven solutions.
  • Maintain accurate backend product data in Salesforce and associated systems (inventory, pricing, imagery, metadata).
  • Oversee integrations with third-party vendors and plugins.
• AI Integration & Innovation
  • Research, evaluate, and implement AI tools to enhance workflows in scheduling, HR, operations, and creative processes.
  • Lead training sessions and empower the team to leverage AI effectively.
  • Stay ahead of industry trends to position the studio as a leader in technology-driven efficiency.
• HR & Recruiting
  • Manage payroll, employee records, and benefits administration.
  • Oversee recruiting: job postings, resume screening (with AI-enabled tools), interview scheduling, and onboarding.
  • Ensure compliance with HR policies and procedures.
• Meetings & Communication
  • Organize partner and stakeholder meetings, preparing agendas and materials in advance.
  • Record and distribute detailed meeting notes as needed.
  • Develop and maintain systems for workflows, documentation, and internal communication using AI-enabled platforms.
• Budget & Event Oversight
  • Track and manage budgets for office operations, events, and social initiatives.
  • Ensure alignment with financial guidelines while maximizing impact and engagement.

Qualifications & Skills

• 4+ years of experience as an Office Manager or Executive Assistant in a fast-paced, high-performance environment.
• Proven ability to identify, implement, and train teams on new technologies, particularly AI tools.
• Exceptional organizational and multitasking skills with meticulous attention to detail.
• Professional, discreet, and solution-oriented with a proactive mindset.
• Strong interpersonal and communication skills for working with diverse teams and stakeholders.
• Proficiency in Microsoft Office Suite and modern productivity platforms; prior experience with AI-powered tools strongly preferred.
• Ability to handle confidential information with discretion and integrity.

Why Join Us?

At Kelly Wearstler Studio, you'll be part of an internationally celebrated design firm that champions creativity, innovation, and artistry. This is a unique opportunity to shape the operational backbone of a world-class creative team while leading the integration of cutting-edge AI technologies that drive smarter, faster, and more impactful results.

Benefits Overview

• Health Insurance – employer-supported medical coverage options for team members
• 401(k) with Employer Contributions – plan confidently for your financial future
• 3x Summer Fridays – enjoy extended weekends during the summer season
• Paid Time Off (PTO) – dependent on seniority; accrual increases with tenure
• Parking Benefits – on-site or covered parking available to team members
• Studio Wellness Programming – alternating Yoga, Pilates, and HIIT sessions every Thursday
• Studio Culture & Events – regular team gatherings, celebrations, and creative programming that foster connection and collaboration
• In-Studio Amenities – kitchen stocked with snacks and beverages to support a comfortable and energized workday

The salary range for this position is $85 - $95K annually. Please send resumes to careers@kellywearstler.com.