Secretary / Executive Assistant

The person should function as a high-trust coordination and execution partner to senior management—keeping people, meetings, projects, information and deadlines moving. This is also consistent with current Mumbai architecture/design EA roles, which emphasize calendar management, stakeholder coordination, follow-up, project tracking, presentations, travel and confidentiality. (LinkedIn)

KOYEUS — EXECUTIVE ASSISTANTArchitecture • Interior Design • Planning • Project ManagementLocation: Mumbai, Maharashtra

Employment: Full-time | On-site

Reporting: Senior Management / Founder / Director

1. Position ObjectiveThe Executive Assistant will be responsible for ensuring that senior management can operate efficiently, professionally and without unnecessary administrative friction.

The ideal person will be:

Sharp • Organised • Proactive • Trustworthy • Creative • Meticulous • Presentable • Amicable • Enterprising

This is not merely a diary-management or reception role.

The EA should be capable of understanding what needs to happen, identifying what is pending, following up with the right person, and ensuring that important matters reach completion.

• 2. Key ResponsibilitiesA. Executive SupportManage calendars, appointments and meetings.
• Prepare the day's priorities and schedule.
• Coordinate internal and external meetings.
• Prepare meeting agendas and background information.
• Take accurate meeting notes/MoMs.
• Maintain action-item trackers.
• Follow up with responsible team members.
• Ensure deadlines and commitments are not forgotten.
• Prepare daily/weekly status summaries.
• Assist with presentations, reports and documents.
• Manage correspondence, emails and WhatsApp communication professionally.
• Coordinate travel, accommodation, transportation and itineraries.
• Maintain important executive records and documents.

Current architecture/design-sector EA postings similarly place strong emphasis on task tracking, follow-up until closure, meeting minutes, travel, reports and stakeholder coordination. (LinkedIn)

3. Architecture & Design CoordinationThe EA should develop a basic understanding of how an architecture and design practice works.

They should be comfortable coordinating between:

• Architects
• Interior designers
• Project managers
• PMC teams
• Consultants
• Structural engineers
• MEP consultants
• Contractors
• Vendors
• Suppliers
• Clients
• Government/local authorities
• Site teams
• International offices

The EA should be able to track:Client → Proposal → Design → Approval → Procurement → Execution → Billing → Completion

They do not necessarily need to be an architect, but they should understand enough terminology and workflow to know what is being discussed and whom to contact.

4. Project Follow-UpThis should be one of the most important responsibilities.

Every important assignment should have:

ItemRequiredTaskWhat needs to happenOwnerWho is responsibleDeadlineBy whenPriorityHigh / Medium / LowStatusPending / In Progress / CompletedFollow-upWhen to check againRemarksImportant informationThe EA should never simply say:

“I told them.”The preferred attitude is:

“I followed up, checked the status, identified the issue and brought it to your attention.”5. Client & Stakeholder ManagementThe EA may become one of the first points of contact for clients and professional stakeholders.

Responsibilities include:

• Receiving clients warmly.
• Coordinating appointments.
• Confirming meetings.
• Preparing meeting rooms.
• Ensuring presentations/documents are ready.
• Coordinating refreshments and hospitality.
• Communicating professionally.
• Following up after meetings.
• Maintaining client information.
• Ensuring important commitments are recorded.

The person must understand that every interaction contributes to the firm's reputation.

6. Office AdministrationThe EA should also help maintain a disciplined office environment.

This can include:

• Office supplies
• Stationery
• Printing
• Courier
• Vendor coordination
• Meetings
• Office events
• Travel
• Visitor records
• Important documents
• Office schedules
• Internal communication
• Administrative trackers

They should notice problems before they become problems.

For example:

“The printer cartridge is almost finished, so I have already arranged a replacement.”rather than:

“The printer isn't working.”7. Digital & Technology SkillsThe EA should be comfortable with:

• Microsoft Word
• Microsoft Excel
• PowerPoint
• Google Workspace
• Google Sheets
• Google Calendar
• Email
• WhatsApp
• PDF documents
• Cloud storage
• Video conferencing
• Basic online research
• AI tools
• Task-management software
• Digital filing systems

Excel/Sheets competence is particularly important for maintaining trackers and reports. Current Mumbai EA postings frequently specify Word, Excel/Sheets and structured tracking as core skills. (LinkedIn)

8. Communication StandardThe EA must communicate:

ClearlyNo unnecessarily complicated messages.

PolitelyEven when dealing with difficult people.

PreciselyDates, times, names, numbers and commitments must be correct.

QuicklyImportant communication should not unnecessarily wait.

ProfessionallyEmails and messages should be checked before sending.

A simple rule:

Read → Understand → Verify → Respond.9. WORK ETHIC — KOYEUS STANDARDThis is the section I would make particularly strong for the recruitment document.

1. OWNERSHIPIf you accept a responsibility, own it until completion.

Do not assume that someone else will remember.

2. FOLLOW-UP IS A RESPONSIBILITYGiving an instruction is only the beginning.

The EA must:

Assign → Record → Follow Up → Verify → Close → Report

3. NEVER HIDE A PROBLEMIf something has gone wrong:

Report it early.

Do not wait until the deadline has passed.

A problem reported early can usually be solved.

A problem hidden until the last minute becomes a crisis.

4. ATTENTION TO DETAILNames, dates, times, addresses, amounts, documents and appointments must be checked carefully.

Small mistakes can create large consequences.

5. CONFIDENTIALITYThe EA may have access to:

• Client information
• Project information
• Fees
• Salaries
• Financial information
• Contracts
• Vendor rates
• Internal discussions
• Business plans
• Personal information of senior management

Everything confidential must remain confidential.

Current architecture-firm EA roles explicitly treat discretion and protection of client, project and executive information as essential. (LinkedIn)

6. PUNCTUALITYBeing on time is not enough.

The EA should ideally be prepared before the scheduled time.

For example:

Meeting at 11:00 AM

The EA should know by 10:45:

• Who is attending?
• Where is the meeting?
• Is the presentation ready?
• Are documents ready?
• Has everyone confirmed?
• What is the objective?
• What happens afterwards?

7. ANTICIPATIONThe highest level of an EA's performance is:

“I knew this would be needed, so I prepared it.”Not:

“Nobody told me.”8. PROFESSIONAL APPEARANCEThe EA represents the organisation.

They should maintain:

• Neat appearance
• Good grooming
• Professional clothing
• Pleasant body language
• Calm communication
• Respectful behaviour

9. RESPECT EVERYONETreat:

CEO → Architect → Designer → Intern → Contractor → Driver → Office Boy → Client → Vendor

with basic dignity and respect.

Hierarchy should never become an excuse for poor behaviour.

10. SOLUTION-ORIENTED THINKINGInstead of:

“This cannot be done.”The preferred approach is:

“Let me see how we can solve it.”If something genuinely cannot be done, explain:

Why + alternatives + recommendation.

• 10. PERSONAL QUALITIES WE SHOULD LOOK FORMust-haveExtremely organised
• Responsible
• Honest
• Discreet
• Good memory
• Good communication
• Excellent follow-up
• Calm under pressure
• Fast learner
• Good computer skills
• Attention to detail
• Professional etiquette
• Positive attitude
• Team-friendly
• Resourceful
• Willing to learn architecture/design processes
• Strongly desirable2–5 years experience
• Experience in architecture, interiors, construction, real estate or professional services
• Excellent English
• Hindi communication
• Good Marathi is an advantage
• Strong Excel/Sheets
• PowerPoint skills
• Basic understanding of architecture/interior terminology
• Comfortable with AI and modern digital tools

Architecture/design experience is useful but does not need to be mandatory if the candidate demonstrates exceptional organisational ability.

11. The KOYEUS Golden RuleI would put this prominently in the JD:

DON'T JUST TAKE INSTRUCTIONS. TAKE OWNERSHIP.Listen carefully.Understand completely.Record accurately.Act quickly.Follow up relentlessly.Solve intelligently.Report clearly.Close properly.12. What Success Looks LikeAfter 3 months, a successful EA should make senior management feel:

“I don't have to remember everything anymore. I know it is being tracked.”And after 6 months:

“Important things are getting done before I have to ask.”That, in my view, is the real benchmark of an Executive Assistant in an architecture and design practice.