Executive Assistant

Job Title: Executive Assistant

Department: Executive Office

Industry: Architectural & Design

Reporting To:

Employment Type: Full-Time

Job Overview:

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support the Director of our architectural firm. The role involves managing day-to-day executive support functions, drafting proposals, handling vendor coordination and payment follow-ups, and ensuring seamless communication with internal and external stakeholders, including the Anshul Group's concerned personnel. This is a critical position requiring discretion, professionalism, and strong multitasking skills.

Key Responsibilities:

·       Manage the Director's daily schedule, meetings, and appointments smoothly.

·       Arrange travel, book tickets, plan meetings, and take meeting notes when needed.

·       Keep all confidential information private and secure.

·       Help the Director with follow-ups, keeping track of reports, and managing tasks.

·       Create and edit proposals, presentations, and official documents.

·       Work with team members to collect necessary technical and pricing information for proposals.

·       Make sure all proposals and documents are submitted on time.

·       Talk to vendors to get quotes, finalize agreements, and check delivery and quality.

·       Follow up on vendor payments and coordinate with the accounts team to ensure timely payments.

·       Keep all records of vendor communication, transactions, and contracts up to date.

·       Act as a communication link between the Director and other departments, consultants, and clients.

·       Stay in touch with the concerned team members at Anshul Group for coordination and project updates.

·       Make sure all tasks and responsibilities related to projects are completed on time and correctly.

·       Keep all important files, records, and digital documents organized.

·       Support basic office work and help with HR or admin tasks when needed.

·       Take initiative to solve small office issues and suggest improvements in administrative processes.

Required Skills & Competencies:

·       Excellent communication (verbal & written) and interpersonal skills.

·       Strong organizational, time-management, and follow-up skills.

·       Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

·       Ability to handle pressure and work with minimal supervision.

·       Professional attitude with a strong sense of responsibility and confidentiality.

·       Knowledge of architecture/design industry processes is an added advantage.

Qualifications & Experience:

·       Bachelor's degree in Business Administration, Management, or a related field.

·       Minimum 5–8 years of experience as an Executive Assistant or in a similar administrative role.

·       Prior experience supporting senior leadership, preferably in an architectural, construction, or real estate environment.