Executive Assistant

Responsibilities:

• Provide comprehensive administrative support to the CEO, including managing their calendar, scheduling meetings, coordinating travel, and handling day-to-day correspondence.
• Prepare meeting agendas, take minutes, and ensure that action items are followed up and completed in a timely manner.
• Act as a point of contact between the CEO and internal/external stakeholders, ensuring that messages are relayed efficiently and professionally.
• Assist in the preparation of reports, presentations, and other documents required for internal and external communications.
• Oversee and maintain detailed project files, including contracts, design concepts, client specifications, meeting notes, and all related correspondence.
• Ensure that all project timelines, milestones, and deadlines are accurately documented and tracked. Notify relevant teams of any upcoming deadlines or required actions.
• Organize and maintain an efficient digital and physical filing system for all active and completed projects, ensuring that documents are easily accessible.
• Assist with communication between the project team and clients, ensuring that key documents (contracts, invoices, proposals) are filed, updated, and sent on time.
• Ensure the office environment is maintained in a clean, organized, and efficient manner, including overseeing office supplies and equipment.
• Liaise with external vendors and service providers for office-related needs (supplies, maintenance, IT support, etc.).
• Establish and maintain an effective filing system for administrative, financial, and project-related documents, ensuring compliance with company standards.
• Handle routine office tasks such as receiving guests, answering phones, managing mail, ordering supplies, and ensuring all office functions are operating smoothly.
• Coordinate with different departments (design, production, etc.) to ensure the timely execution of tasks and project milestones.
• Assist in organizing company events, client meetings, and internal team-building activities as needed.
• Prioritize and manage multiple tasks, ensuring deadlines are met without compromising quality or attention to detail.

Requirements:

• Bachelor’s degree in Business Administration, Interior Design, or a related field (preferred).
• 2-3 years of experience in an executive assistant, office manager, or administrative support role, ideally in the interior design, architecture, or creative industries.
• Proven experience in project management or document management systems.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Familiarity with project management tools (e.g., Trello, Asana, Monday.com) and document management software.
• Strong organizational and multitasking abilities, with excellent attention to detail.
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong verbal and written communication skills, with the ability to interact confidently with clients, vendors, and team members.
• Proactive, resourceful, and able to work independently while maintaining a collaborative attitude.
• Ability to work under pressure and manage competing priorities in a fast-paced environment.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Flexible and willing to take on new tasks as required.
• A keen interest or background in interior design is highly advantageous.