Studio Operations Coordinator / Executive Assistant - Architecture Studio + PropTech Startup

I run a growing architecture and interior design practice based in Los Angeles, along with an early-stage SaaS / prop-tech startup focused on property documentation and records. I’m looking for a highly organized, proactive Studio Operations Coordinator / Executive Assistant to help support operations across both businesses and make sure important details, follow-ups, and administrative tasks don’t fall through the cracks. This is a long-term, part-time role starting at approximately 5–10 hours per week, with the potential to grow in responsibility and hours over time as the businesses continue to grow. WHAT YOU’LL DO • Prepare, format, and proofread client proposals and other business documents from my outlines and existing templates • Maintain project pipelines, business development follow-ups, and internal trackers in Notion • Coordinate scheduling and help manage calendar logistics x meeting notes • Assist with inbox triage and track items requiring follow-up • Follow up on administrative items such as W-9s, agreements, insurance certificates, and vendor documentation • Support consultant, contractor, and team onboarding and keep required documentation organized • Track invoices, receivables, and payment follow-ups in coordination with our bookkeeping systems • Help document and improve recurring workflows and processes • Assist with operational and administrative needs across both the architecture studio and startup • Proactively identify outstanding tasks, deadlines, and loose ends before they become problems WHAT I’M LOOKING FOR • 2+ years of experience supporting a founder, executive, or small business • Experience supporting U.S.-based founders, executives, or teams is strongly preferred • Experience working with California- or Pacific Time-based teams is especially preferred • Exceptional organization and attention to detail • Excellent written English and strong proofreading skills • Ability to work independently, follow through consistently, and communicate clearly • Strong proficiency with Google Workspace • Experience with Notion or similar project and operations management tools • Regular availability during U.S. Pacific Time business hours • QuickBooks Online familiarity is a plus • Experience with architecture, interior design, construction, professional services, SaaS, or an early-stage startup is a strong plus • Experience supporting multiple related businesses or ventures is also a plus WHO WILL DO WELL IN THIS ROLE The right person will be proactive rather than purely task-driven. I’m looking for someone who notices what is missing, follows up without repeated reminders, and gradually develops a strong understanding of how the businesses operate. You should be comfortable working directly with a founder in a fast-moving small business environment where priorities can evolve and where organization, communication, and follow-through are highly valued. The goal is for the right person to become an increasingly independent and trusted member of the team over time. This is intended to be a long-term relationship. Top candidates may be invited to complete a short paid trial assignment before moving forward. TO APPLY Please begin your proposal with the word “DASHBOARD” so I know you have read the full posting. Then, please answer the following: 1. Describe a specific task where you implemented a new system to add great value to a founder. 2. Show me how you stay organize: share an example of a system, tracker, dashboard, checklist, or workflow you have personally created or maintained. A redacted screenshot or sample is welcome- please remove any confidential information. 3. What is your current weekly availability, and what hours can you typically overlap with U.S. Pacific Time? Please answer each question directly and in order. Generic applications that do not address the questions above will not be considered.