Executive Assistant

Job Description: Executive Assistant & Office Administrator

Position Title: Executive Assistant & Office Administrator

Department: Executive / Operations

Reports To: Managing Director / Principal Architect / CEO

Employment Type: Full-time

Job Summary

We are seeking an organized, proactive, and detail-oriented Executive Assistant & Office Administrator to support our executive leadership while overseeing smooth daily office operations. In this dual role, you will act as the primary liaison for internal teams, clients, site vendors, and consultants.

The ideal candidate thrives in a fast-paced creative environment, understands project workflows (architecture, interior design, or infrastructure), and possesses top-notch administrative and multi-tasking skills.

Key Responsibilities

1. Executive Support

• Calendar & Travel Management: Manage the Executives schedule, arrange client/site meetings, and coordinate complex travel itineraries (flight, hotel, local transport).
• Communication & Liaison: Filter incoming calls, emails, and correspondence; draft professional communications on behalf of leadership.
• Meeting Coordination: Prepare agendas, schedule client presentations, record meeting minutes (MoM), and track follow-up action items with internal teams.
• Document & Proposal Preparation: Assist in drafting design proposals, client agreements, presentation decks, and executive briefs.

2. Office & Administrative Management

• Front Desk & Reception: Welcome visiting clients, consultants, vendors, and contractors in a professional manner.
• Procurement & Inventory: Manage office supplies, site safety gear (PPE), printed collateral, and sample library materials.
• Vendor & Facility Management: Oversee relationships with office utility providers, IT/software support, printers, and facility maintenance teams.
• Filing & Archiving: Maintain digital and hard-copy central archives for drawing files, project contracts, compliance licenses, and vendor records.

3. Industry-Specific Operational Support

• Project Coordination: Assist project managers in tracking client billing schedules, site visit updates, and material submittal approvals.
• Vendor & Contractor Tracking: Liaise with MEP consultants, structural engineers, material suppliers, and site contractors for paperwork and approvals.
• Petty Cash & Expense Tracking: Process leadership expense reports, track daily office petty cash, and coordinate vendor invoices with the accounts department.

Key Qualifications & Requirements

• Education: Bachelors degree in Business Administration, Communication, Architecture/Design Support, or a related field.
• Experience: 3–6 years of experience as an Executive Assistant, Office Manager, or Operations Coordinator, preferably in architecture, interior design, real estate, or construction/infrastructure firms.

Technical Skills:

• Advanced proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Familiarity with project tracking tools (e.g., Trello, Asana, MS Project, or AutoCAD/Bluebeam viewing tools is a plus).

Soft Skills:

• Exceptional written and verbal communication skills.
• Strong organizational and prioritization abilities with high attention to detail.
• Discretion and confidentiality when handling sensitive client and business information.
• Ability to problem-solve independently under dynamic deadlines.

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Work Environment

• Work Setup: On-site (Office-based with occasional local site visits if required).