Executive and Organizational Assistant (Design Services) | Downingtown, PA

in Homes & Gardens, the Philadelphia Inquirer, and The Home Builders Association of Pennsylvania. Role Description Z Domus Designs is seeking a part-time Executive and Organizational Assistant with experience in accounts payable and receivable to join our team in Malvern, PA.

This is a hybrid role, with some work from home acceptable (after the training period). We are looking for a highly organized individual to streamline and manage our internal business operations. The Executive and Organizational Assistant will work with directly with the Owner and Business Manager to ensure efficient communication and logistics, and play a key role in creating clarity for our clients. This position

will start as a 25 hrs. /per week position with the potential to grow into a full-time position. This role will wear may different hats within the firm: Provide support with day-to-day executive and organizational business operations; primary role is to work on the “business of the business”.

Develop and implement efficient processes and procedures to improve productivity and streamline operations. Financial Operations Support: Assist with financial management tasks, including invoicing, recording payments, and tracking accounts receivable and accounts payable with detailed follow up. Manage and maintain accurate records, files, and documentation. Vendor and Subcontractor organization

- maintain up to date records, including COI and W9 collection, as well as contract negotiation and rebate submittal on behalf of the Company.

Studio Operations: Oversee day-to-day studio operations. Maintain up to date inventory management, landlord communications, studio cleanliness and sample organization, and as needed special projects to keep studio up-to-date and presentable to team and clients. Client Experience Operations: Work with Project Operations Coordinator for client gifting, marketing efforts, and project workflow execution. Support customer service efforts by addressing inquiries and resolving issues in a timely manner. Executive Support: Liaison between Principal and outside consultants for legal, human resources, marketing, bookkeeping/accounting and contractors.

Provide occasional personal assistance to the Owner on an as needed basis with high confidentiality integrity. Attend bi-weekly team meetings. Create, implement, and maintain SOPs. Take ownership of the organizational systems. Assist with meeting minutes for team meetings. Daily use of the following technology: laptop, Google Workspace, Microsoft 365, Quickbooks Online, Harvest, Clickup, Houzz Pro, and other productivity platforms as needed. Qualifications Only those who are able to work in Malvern, PA for at least 2 days a week should apply.

Bachelor's degree or equivalent experience. Knowledge and previous work within a service-based industry is a plus. 2+ years of experience in business operations, management, or similar role. Quickbooks Online experience is a plus. Experience in a fast-paced environment is a must. Excellent written and verbal communication skills. Highly organized with strong attention to detail. Ability to manage and prioritize multiple tasks at once. Ability to follow written processes and follow instructions accurately. Must be deadline driven with a continued focus to move processes forward for both recurring and new tasks.

Possesses common sense customer service and problem solving skills to build lasting relationships with clients and colleagues. Proficiency in Google Suites, particularly with Sheets, Drive, and Photo, along with Microsoft Office, particularly with Excel. Experience in project management tools, such as Click Up or Asana, is a plus! Why Z Domus Designs ZDD offers a flexible work schedule, retirement plan and paid time off including paid holidays! Powered by Jazz HR