Administrative Assistant - Operations - WRJ Design : Job Details

WRJ Design is seeking a polished, proactive Business Operations Assistant to support the seamless operation of our front office and administrative functions. This role is essential to maintaining a beautiful, welcoming environment that reflects our brand and delivers a high-touch experience for clients and guests.

The ideal candidate will take ownership of the front-of-house experiencegreeting visitors, managing the showroom environment, and ensuring every detail reflects the WRJ aesthetic. In addition, this position supports business development activities, client hospitality, internal and external events, and day-to-day administrative operations.

We're looking for someone with strong leadership presence, excellent communication skills, high emotional intelligence, and top-tier organizational and technical abilities. If you thrive in a dynamic, design-forward environment and are passionate about creating exceptional experiences, we'd love to meet you.

• Front Desk Manager
• Greet visitors, provide a welcoming environment, and present a polished, personable first point of contact.
• Ensure Great Room, conference rooms, guest restrooms, kitchen and outdoor terraces are clean and beautifully styled in accordance with our guidelines.
• Manage front desk function, including handling incoming and outgoing phone calls, overseeing correspondence and email responses, and monitoring security systems during business hours.
• Set the building at start of business and close office at day-end; turn off lights and music, close drapes, etc.
• Manage and accept deliveries, coordinate with design team for package pick up.
• Order office, pantry, and hospitality supplies.
• New Business Support
• Support COO's outreach to and communication with brokers, architects, and other partners with whom WRJ is networking to support new business generation. Schedule and setup conference calls and meetings.
• Assist with tracking follow up outreach to and communication with prospective clients to move them along the progression from a lead to a signed client.
• Proactively manage the distribution and mailing of new marketing and new business materials, including thank you notes and gifts.
• Assist with review of MLS for new listings and open houses, update in Asana. Update broker profiles in Asana with current listings.
• Update CRM and Asana systems regularly to manage new business task flow.
• Manage appointment calendar and travel for COO as needed and coordinate schedules with Executive support team.
• Client Meeting/Hospitality Support
• With Ops team, support client hospitality/meetings including calendar management, meeting planning, room set-up, technology organization, food/beverage, set up/take-down, etc.
• Support technology needs for client and internal presentations, ensuring computers, monitors, and cameras are operational well before each meeting.
• Internal/External Event Support
• With Ops team, support internal and external events, including event planning, set up/clean-up, food/beverage organization, dcor/decoration set up, etc.
• Administrative Support to Ops, Finance, and Design Team
• As needed, help book travel for Design and Ops team members.
• Support necessary Trainuel, CRM, and Asana updates at the supervision of the Director of Operations.
• Serve as additional IT liaison, helping to troubleshoot IT issues with the appropriate vendor under supervision of Director.
• Support new staff onboarding as requested (technology and building training).

• Bachelor's degree in business administration, management, or a related field preferred.
• Minimum 8+ years' experience in office administration supporting senior level executives, with increasing levels of responsibility.
• Excellent organizational skills and the ability to proactively and independently prioritize and manage multiple projects simultaneously while adhering to deadlines.
• Exceptional attention to detail.
• Exceptional interpersonal and social.
• Effective verbal and written communication skills, adept at articulating ideas, presenting point of view, and collaborating with team members, clients, and external stakeholders.
• Ability to maintain professionalism in all situations.
• Expert at various office technologies including Microsoft suite, database and project management workflows, video conferencing, etc.

• Proficient in Microsoft Suite including Word and Excel
• Contact Management System
• Adobe Products
• Asana and Trainuel a plus
• Open to learning new software as needed

This is a full-time, salaried position. Compensation commensurate with experience.

Benefits

• WRJ covers 75% of the employee's medical insurance premium and 50% of the employee's dental and vision premiums.
• 401k and profit-sharing plan.
• Paid holidays.
• 10 days of PTO.
• Paid holiday closure during the week between Christmas and New Year's Day.
• Purchasing: After 1 year of employment, employees can purchase items at the Firm's cost.
• Eligible for an annual bonus based on company profitability and your commitment to our core values.

WRJ is committed to our core values. We recruit team members who also committed to these values. Our core values are:

• Creating Beauty: We create visually compelling and stimulating design that inspires the soul. Quality, craftsmanship, harmony, natural materials and exceptional design, experience and service, are the DNA of who we are.
• Passion For Knowledge: We enthusiastically encourage everyone on the WRJ team to further their knowledge and understanding of their respective areas of expertise. We seek out sources and travel the world in search of inspiration. Our team proactively and creatively solves problems and draws upon their own experience for the mutual benefit to ourselves and our clients.
• Internal Compass: We are dedicated to individual initiative and creative thinking within a team framework that emphasizes professional respect and collaboration; always striving to go above and beyond to meet our goals.

To apply for the position, submit your resume and cover letter to this posting. No phone inquiries please.

WRJ is an equal opportunity employer committed to creating a diverse workforce. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, service member status, amnesty or status as a covered veteran, or any other protected classification under applicable federal, state, and local laws.

This position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidates.