Executive Assistant

Job Title: Executive Assistant (EA) & Admin Executive

Location:

Firm:

Experience:

Employment Type:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant (EA) & Admin Executive to provide comprehensive support to senior architects and leadership at our dynamic architecture firm. This pivotal role ensures the smooth operation of our office, manages critical schedules and communications, and assists with essential project-related administrative tasks. As a key point of contact, the EA & Admin Executive will enable our design team to focus on creativity and project execution by ensuring all behind-the-scenes functions run efficiently and effectively.

Key Responsibilities

1. Executive Support

• Manage complex calendars, including scheduling meetings, appointments, and conferences for senior leadership.
• Serve as a primary communication gatekeeper, screening calls, emails, and other inquiries and directing them to staff appropriately.
• Maintain accurate records of staff attendance, travel, and other important information.
• Keeping accurate records of visitor logs, phone calls, and other important information.

2. Office Administration & Operations

• Oversee daily administrative tasks to ensure a well-organized and efficient office environment.
• Warmly greet and welcome visitors, providing a positive first impression, answering inquiries, and directing them appropriately.
• Manage multi-line telephone systems, transferring calls to staff or their voice mailboxes.
• Perform general clerical duties such as photocopying, scanning, printing, mailing, and filing.
• Maintain organized digital and physical filing systems for easy access and retrieval of documents.
• Handle all incoming and outgoing mail, packages, and courier deliveries.
• Support compliance with internal policies, protocols, and administrative standards.

3. Project Coordination

• Assist in preparing architectural proposals, presentations, and marketing material packages.
• Coordinate with staff for the printing, copying, and distribution of architectural drawings and project manuals.
• Help set up and maintain new projects within internal systems or tracking software.
• Maintain and update contact databases for clients, consultants, and project stakeholders.

Qualifications & Skills

• Education:

  Bachelor’s degree in Commerce(B.Com), Business Administration(BBA), or a related field.

• Experience:

  4 - 5 years of relevant experience in an administrative or executive assistant role, with a strong preference for experience in architecture, design, construction, or consulting environments.

• Organizational Prowess:

  Excellent organizational and time-management skills, coupled with strong attention to detail.

• Communication:

  Exceptional written and verbal communication skills.

• Interpersonal Abilities:

  Strong interpersonal and client-handling abilities.

• Proactive Approach:

  Proactive, solution-driven approach with the ability to multitask, prioritize, and manage tight deadlines effectively.

• Confidentiality:

  Proven ability to handle sensitive information with discretion and maintain strict confidentiality.

• Industry Knowledge (Optional):

  A sound understanding of architectural or design studio workflows is a significant advantage.

• Technical Proficiency:

  Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

How to Apply

email - designo.acc@gmail.com , md@designoarch.com.