Executive Assistant / Studio Librarian (MBJ0228)

Executive Assistant / Studio Librarian

Job Role

The Executive Assistant & Studio Librarian provides high-level personal support to our client while ensuring the studio's materials library is expertly organised, current, and accessible. This dual position requires superb organisation, communication, and a passion for design and materials.

Key Responsibilities

• Executive Assistant (PA) for our client
• Manage our client's calendar, coordinate meetings, appointments, and travel logistics
• Handle confidential correspondence, expense reports, and document management
• Serve as the main point of contact for studio communications, filtering external requests, calls, and emails
• Assist in drafting presentations, reports, and project briefs for studio and client meetings.
• Coordinate team and client interactions, preparing agendas and records as required
• Coordinate with other members of the executive's team to ensure seamless operations.

Interior Design Librarian Duties

• Curate, catalogue, and update the studio's materials library, including FF&E, finishes, samples, catalogues, and supplier information.
• Source new products and materials by liaising with suppliers, requesting samples, and organising presentations (lunch-and-learns).
• Maintain an inspiring, organised library space, ensuring materials are accessible and supporting design teams in mood board creation and sample procurement.
• Oversee sample storage and returns, track inventory, and ensure sustainability practices in sample recycling/disposal.
• Maintain supplier databases, lead times, and sustainability credentials for all material records.
• Support team members in project research, materials selection, and sample organisation.

Skills & Experience

• Proven professional experience in an executive assistant, PA, or studio librarian role (ideally within an interior design or architecture firm)
• Knowledge of materials, FF&E, and sourcing processes relevant to luxury design studios.
• Advanced organisation, multitasking, and administrative skills, including Microsoft Office Suite and materials management systems.
• Excellent verbal and written communication skills, with the ability to interact confidently with senior leaders, suppliers, and team members.
• High degree of initiative, resourcefulness, and discretion.