Secretary / Executive Assistant

Role Summary

We are seeking a highly organized, proactive, and business-minded Executive Assistant to support our leadership team (e.g., CEO, Managing Director, or Head of Design). In our fast-paced design-and-build environment, you will keep the executive’s professional world moving efficiently while ensuring our commercial projects, client proposals, and vendor relations are seamlessly managed.

Key Responsibilities

1. Executive & Administrative Support

• Calendar Management: Coordinate complex and evolving calendars across multiple time zones for internal and external meetings.
• Communication: Act as the primary gatekeeper and point of contact between executives, clients, architects, and contractors.
• Documentation: Draft, format, and proofread emails, memos, client proposals, and corporate presentations (e.g., using MS Office, Google Workspace, or Canva).

2. Project & Client Coordination

• Project Tracking: Monitor project milestones, timelines, and deliverables to ensure alignment with company and client goals.
• Client & Vendor Liaison: Coordinate client meetings, site visits, and presentations. Act as the liaison with material vendors and sub-contractors to track quotes and deliveries.
• Meeting Preparation: Assist in preparing for pitch meetings, record meeting minutes, and track action items to guarantee follow-through. [1, 2, 3]

3. Operations & Office Management

• File Management: Maintain organized digital filing systems (e.g., SharePoint, OneDrive) for project contracts, blueprints, and budgets.
• Office & HR Support: Facilitate office operations and assist the management team with basic HR coordination, such as interview scheduling and onboarding processes.
• Expense Management: Track executive expenses, manage travel logistics (flights, hotels, and itineraries), and prepare periodic reports. [1, 2, 3]

4.Qualifications & Requirements

• Experience: Minimum of \(2\) to \(5\) years of proven administrative experience supporting CXOs or Directors, preferably within architecture, interior design, real estate, or construction.
• Communication Skills: Excellent written and spoken English. Ability to communicate confidently with corporate clients and industry partners.
• Tech-Savviness: Advanced proficiency in Microsoft \(365\) (Word, Excel, PowerPoint, Outlook, and SharePoint). Familiarity with design and productivity tools (e.g., Canva, Adobe InDesign, or AI tools like ChatGPT/Microsoft Copilot) is a strong plus.
• Industry Knowledge: Familiarity with commercial interior design, fit-out, or construction terminology and concepts

5.Soft Skills

• Strategic Problem Solver: Ability to anticipate the needs of executives and proactively resolve operational bottlenecks.
• Detail-Oriented: Exceptional organizational skills with rigorous follow-through, even when handling tight deadlines.
• Discretion: Demonstrated ability to handle confidential and sensitive company information with absolute integrity