Executive Assistant

About Us

Design Dimension is a 26-year-old boutique design studio known for its vibrant and dynamic work environment. We specialize in various fields of design, including communication and spatial design. We are looking for an enthusiastic and proactive Executive Assistant to oversee studio operations, ensure smooth project execution, and support administrative functions.

Job Title

Employment

Joining

Compensation

Job Location

Work Hours

Role & Responsibility

Client Management

• Prepare and deliver accurate quotations and proposals aligned with client requirements.
• Generate and send invoices, track payments, and follow up on overdue accounts.
• Manage client accounts and ledgers, ensuring up-to-date financial records.
• Schedule and coordinate client meetings, ensuring all stakeholders are informed.
• Track project deliverables and deadlines, ensuring timely completion.

Production & Vendor Management

• Research and identify suitable vendors, ensuring quality and cost-effectiveness.
• Source and purchase necessary materials and products.
• Negotiate favorable terms with suppliers.
• Coordinate and evaluate product samples for quality assurance.
• Oversee production processes, ensuring efficiency and adherence to quality standards.
• Manage delivery logistics and project closure with proper documentation.

Studio & Administrative Management

• Ensure daily cleanliness and hygiene of the studio.
• Oversee facility maintenance and IT infrastructure upkeep.
• Track and manage studio inventory.

Human Resource Management

• Handle recruitment, onboarding, and exit formalities.
• Process salary disbursements and manage employee benefits.
• Implement performance appraisal systems and HR policies.
• Address employee queries, grievances, and engagement activities.

Travel Management

• Travel Planning & Coordination: Coordinate all aspects of employee travel, including booking "lights, accommodations, and transportation, managing travel itineraries, and optimizing the use of vouchers and travel points.
• Expense Management & Compliance: Manage travel-related expenses, reimbursement processes, and ensure compliance with travel policies, regulations, and reporting requirements.
• Travel Program Optimization & Rewards Management: Continuously evaluate and optimize travel programs for eiciency and e$ectiveness while also managing vouchers and travel points to maximize bene"its and rewards for the organization.

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Calendar & Schedule Management

• Manage schedules, appointments, and meetings for founder.
• Maintain and update calendars, resolving conflicts effectively.

Finance & Accounting Support

• Generate and track invoices, ensuring timely payments.
• Manage organizational expenses, petty cash, and vendor payouts.
• Coordinate with the Chartered Accountant and finance team for compliance.
• Assist in budgeting, forecasting, and financial reporting.

Skills and Qualifications

• Bachelor’s or Master’s degree in Business Administration or a related field.
• 5-7 Years experience in Operations or Executive support
• Strong leadership and team management skills.
• Proficiency in Excel, financial reporting, and budgeting.
• Excellent communication and interpersonal skills.
• Problem-solving ability with a proactive approach.
• Experience in operations, finance, or administrative roles preferred.