Executive Assistant

🏢 EXECUTIVE ASSISTANT ROLE IN A TURNKEY ARCHITECTURE & INTERIOR FIRM A turnkey firm handles everything from concept to completion—design, purchase, execution, and handover. The EA acts as the control center, helping the firm’s leader stay organized, efficient, and focused. 🔹 1. Leadership Support & Strategic Coordination • Manage Principal’s Calendar • Schedule internal meetings (design reviews, vendor discussions, contractor coordination). • Block time for focused design/planning work. • Schedule sales calls, client follow-ups, site visits, and review meetings. • Task Prioritization • Help the principal prioritize the day/week/month based on deadlines, payments, and client commitments. • Remind the principal of pending decisions (design approvals, material selections, billing approvals, etc.). • Strategic Follow-Ups • Follow up with team leads for actionable outcomes discussed in meetings. • Ensure high-priority items (client escalations, delayed site works, stuck vendor payments) are tracked until closure. 🔹 2. Project Monitoring & Reporting • Create and Maintain Project Trackers • Design progress: plans, elevations, 3Ds, working drawings, and GFCs. • Site status: civil, electrical, false ceiling, carpentry, finishing stages. • Material tracking: procurement status, delivery dates, vendor coordination. • Daily/Weekly Reports • Prepare daily status reports from site supervisors (attendance, work done, issues). • Compile weekly progress reports for clients. • Highlight project delays, stuck approvals, or client dependencies. • Minutes of Meeting (MoMs) • Document key points and action items from client/vendor/team meetings. • Follow up with responsible team members before the next review. 🔹 3. Client Relationship & Sales Support • Sales Lead Coordination • Manage new inquiries, schedule meetings, and share presentations. • Keep track of where each lead stands (site visit done, quotation shared, awaiting decision). • Proposal Management • Help prepare and send proposals, BOQs, or agreements. • Ensure revisions are sent promptly. • Follow up for approvals and advances. • Client Experience Support • Share designs and updates with clients in a professional format. • Schedule feedback meetings. • Handle routine client communication when the principal is occupied. 🔹 4. Vendor, Contractor & Purchase Coordination • Vendor Coordination • Follow up with vendors for material quotations, sample approvals, delivery timelines. • Maintain vendor database with product info, pricing, and past dealings. • Contractor Communication • Coordinate site-level manpower availability, work schedules, and updates. • Ensure contractor payments and work certifications are aligned with site progress. • Purchase Tracking • Maintain records of PO approvals, purchases made, delivery dates, and pending items. • Share daily/weekly updates with the principal. 🔹 5. Design & Drawing Team Coordination • Internal Task Distribution • Distribute work among design team based on priority (layouts, 3Ds, elevations, working drawings). • Ensure submission timelines are met. • Quality Check Support • Help review deliverables for format, presentation, and readiness before client sharing. • Track client feedback and next design iterations. 🔹 6. Documentation & Filing • Digital Filing System • Maintain project-wise folders with clear naming conventions. • Ensure all drawings, approvals, MoMs, material images, invoices are stored properly. • Contract & Financial Documentation • Ensure all signed agreements, contractor contracts, and POs are properly maintained. • Track payment terms and remind about billing cycles. 🔹 7. Internal Team HR & Admin Support • Track attendance and leaves. • Assist with recruitment coordination and interview scheduling. • Maintain office asset logs, software subscriptions, and admin supplies. 🔹 8. Personal Assistance to Principal • Schedule personal appointments, travel, or bill payments. • Reminders for birthdays, renewals, key follow-ups. • Discreetly handle personal-to-professional overlaps (e.g., urgent travel during project delivery).