Executive Assistant & Marketing Associate

Executive Assistant Tasks

Administrative Coordination 

• Managing and coordinating meetings and appointments, including calendar updates and communication for the Principal
• Coordinating business and personal travel arrangements for the Principal (flights, hotels, reservations)
• Coordinating personal appointments, cards, and gifting needs for Principal

Financial Administrative Support

• Monthly time billing administrative support
• Assisting with project tracking data input and maintenance
• Monthly financial reporting administrative support

Special Projects 

• Conducting research to support GSI growth initiatives, as directed by leadership
• Compiling findings into clear, organized spreadsheets and summaries
• Sharing information and insights in a structured and timely manner

Marketing & Operational Support

Marketing Content & Administration

• Capturing studio content and maintaining organized marketing assets in the database
• Updating slideshows, presentations, and marketing materials using established templates
• Maintaining marketing trackers, submissions, and databases (press, awards, content)
• Coordinating printing and ordering of marketing collateral
• Managing marketing contact lists (clients, vendors, press)

Digital Marketing Support

• Preparing and uploading content for social media
• Supporting image preparation (renaming, formatting) using database, INDD, and Canva
• Scheduling and implementing content in Later and assisting with captions

Special Projects 

• Conducting research and coordination for marketing initiatives (events, venues, partners)
• Compiling information into clear summaries and spreadsheets

Client Experience & Brand Support

• Executing client retention outreach (cards and gifting)
• Coordinating branded gifting and ensuring timely, polished delivery

Studio / Brand Presentation

• Maintaining a polished, client-ready studio environment
• Organizing materials, samples, and storage
• Preparing branded materials for client and partner meetings

Qualifications

Education

• High school diploma or equivalent required; Associate or Bachelor’s degree in Marketing, Business Administration, Communications, Hospitality, or a related field preferred
• Relevant certifications in marketing platforms, office administration, or project coordination are a plus 

Experience

• 2+ years of experience in executive assistant, office administration, marketing coordination, or similar roles
• Experience supporting leadership and managing multiple priorities in a fast-paced environment preferred
• Familiarity with marketing platforms, content management systems, or design tools (Canva, InDesign, Later, etc.) strongly preferred
• Experience in a professional, client-facing, or luxury service environment is a plus 

Skills

• Exceptional organizational and time-management skills with strong attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple responsibilities while maintaining accuracy and professionalism
• Strong interpersonal skills with a client-focused, service-oriented mindset
• Proactive problem-solving and ability to anticipate needs
• High level of discretion and confidentiality when handling sensitive information
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and marketing/design tools
• Ability to maintain a polished, professional presence aligned with brand standards 

Physical Requirements

• Ability to move throughout the studio and remain on feet for extended periods as needed
• Capability to lift and carry materials up to 25 lbs (samples, marketing materials, packages)
• Manual dexterity for handling materials, organizing assets, and using office equipment
• Ability to communicate clearly in person, by phone, and via digital platforms 

Firm Info and Culture

Based in Philadelphia, Glenna Stone Interiors is the trusted firm for luxury homeowners seeking interiors defined by beauty, harmony, and radiance. Known for our award-winning, modern-meets-timeless aesthetic, we engage deeply with our clients and bring a 360-degree approach to both design and project management.

At Glenna Stone Interiors, we are fully engaged in our work every day. We listen with intent, create with purpose, and grow through challenges. We celebrate our successes as a team and take pride in transforming our clients’ visions into reality through thoughtful, elevated design. 

Equal Opportunity Statement

Glenna Stone Interiors is an equal opportunity employer committed to creating a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected classification under applicable laws.

Glenna Stone Interiors is known for creating environments that are a unique celebration of beauty, function, and lifestyle. Our discerning clients count on us to create spaces that go deep into the imagination. Whether for renovations or new construction, we customize our design services to meet the unique needs of any project, from conception through construction. With access to the best tradespeople, we provide custom solutions, including floor plan and furniture plan development, lighting plans, finish and material selections, millwork and cabinetry design, window treatments, accessories, and other decorative elements. We are our clients’ advocates through each step of the process, partnering with the architect and builder through project completion. With projects from Martha’s Vineyard to San Diego, our interiors embrace and reflect the personalities and goals of our clients.