Executive Assistant

About Crest + Cove Designs

Crest + Cove Designs is a growing home staging and interior design company serving San Diego County. We specialize in creating elevated, welcoming spaces through home staging, residential design, short-term rental design, and landscape design.

Our work moves quickly, and every day looks a little different. We are looking for a highly organized, adaptable, and proactive Executive Assistant who can bring structure to a fast-moving creative business and help our owner stay focused on the company’s highest priorities.

About the Role

This is not a traditional administrative position. We need someone who can anticipate needs, organize moving parts, communicate confidently, and make sound decisions without requiring constant direction.

You will work closely with the owner to manage her calendar, priorities, communications, projects, and daily workflow. You will also help coordinate clients, properties, vendors, installations, de-stages, and team logistics.

The right person will be comfortable shifting priorities when schedules change, solving problems calmly, and keeping everyone informed. You should naturally notice what needs to happen next, and take ownership of making it happen.

Key ResponsibilitiesExecutive Support

• Manage the owner’s calendar, meetings, appointments, deadlines, and daily priorities
• Protect the owner’s time by identifying what requires her attention and what can be handled independently
• Create organized daily and weekly priority lists
• Keep track of open decisions, follow-ups, commitments, and important deadlines
• Prepare the owners for client meetings, team meetings, installations, and upcoming projects
• Help organize emails, messages, documents, notes, and company information
• Follow up consistently so important details do not fall through the cracks
• Anticipate scheduling conflicts, operational needs, and potential problems

Project and Client Coordination

• Coordinate staging installations, de-stages, consultations, design appointments, and property access
• Communicate professionally with clients, agents, vendors, property managers, and team members
• Confirm project dates, arrival windows, access instructions, payments, and property details
• Monitor each project from scheduling through completion
• Send proposals, contracts, invoices, payment reminders, and follow-up communications
• Maintain accurate client and property information across company system
• Ensure clients receive prompt, polished, and thoughtful service

Team and Daily Operations

• Help direct the team remotely throughout the day
• Communicate schedule changes, property information, assignments, and priorities clearly
• Confirm that team members have the information and resources needed for each project
• Monitor project progress and address delays or missing details
• Coordinate between the owner, staging team, movers, warehouse, clients, and vendors
• Reinforce company procedures and follow through on incomplete tasks
• Help maintain an efficient weekly workflow across multiple active properties
• Escalate urgent decisions while independently resolving routine issues
• Support team accountability in a professional and respectful manner

Administrative and Organizational Support

• Maintain organized digital files, client records, project documentation, and internal systems
• Update project management, inventory, CRM, and scheduling platforms
• Assist with invoicing, receipts, expense tracking, and basic reporting
• Create and improve checklists, templates, workflows, and standard operating procedures
• Track supplies, administrative needs, and upcoming operational deadlines
• Help prepare agendas and take actionable notes during meetings
• Support special projects and company initiatives as needed

What We Are Looking For

• Exceptionally organized and detail-oriented
• Proactive and able to anticipate needs
• Adaptable when schedules or priorities change unexpectedly
• Comfortable making decisions and solving problems independently
• Able to manage multiple projects without losing track of details
• Confident directing and following up with team members
• Warm, professional, and polished when communicating with clients
• Calm under pressure and capable of creating order in a fast-paced environment
• Strong sense of urgency without sacrificing accuracy
• Discreet and trustworthy with confidential business and personal information
• Comfortable working with a creative, entrepreneurial owner
• Willing to take ownership rather than waiting to be told every next step
• Receptive to feedback and committed to continuous improvement

Qualifications

• Previous experience as an executive assistant, operations coordinator, project coordinator, office manager, or similar role
• Strong calendar, scheduling, email, and task-management skills
• Excellent written and verbal communication
• Strong proficiency with Google Workspace or Microsoft Office
• Comfortable learning platforms such as ClickUp, Stageforce, DesignFiles, QuickBooks, and other company systems
• Experience coordinating a field team, service-based business, design company, real estate team, construction company, or moving operation is strongly preferred
• Reliable transportation and the ability to work primarily in person
• Familiarity with the San Diego area is preferred

Success in This Role Looks Like

• The owner begins each day knowing exactly what requires her attention
• Calendar conflicts and project issues are identified before they become emergencies
• Clients receive timely, polished, and consistent communication
• The team knows where to be, what to do, and what the priorities are
• Installations and de-stages are properly confirmed and coordinated
• Follow-ups, invoices, access details, and deadlines are completed on time
• Company information and systems remain accurate and organized
• The owner spends less time reacting and more time leading, designing, selling, and growing the business

Ideal Personality

You are naturally two steps ahead. You enjoy organizing people, information, and schedules, and you do not become flustered when plans change. You are resourceful, direct, thoughtful, and able to balance warmth with accountability.

You understand that supporting an executive is not simply completing a task list—it is learning how the executive thinks, recognizing priorities, reducing mental load, and helping the entire business operate more smoothly.

To Apply

Please submit your résumé along with a brief introduction explaining:

• Why you are interested in this position
• An example of how you organized a busy executive, team, or operation
• How you handle sudden schedule changes and competing priorities
• Which project-management, scheduling, CRM, or accounting systems you have used
• Your availability

Pay: $28.00 - $30.00 per hour

Expected hours: 25.0 – 40.0 per week

Work Location: Hybrid remote in San Marcos, CA 92069