Executive Assistant

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About us

Design Dimension is a 27 year old boutique design studio that’s looking for enthusiastic, bold, and inspired Executive Assistant to run the operations at their studio. We’re a small, vibrant studio that works in different fields of design, from graphics, communications, packaging, to spatial design.

Job Responsibilities:

• Client Management: Prepare and deliver accurate quotations and proposals, generate and send timely invoices, and monitor and track client payments, managing client accounts and ledgers while coordinating meetings and managing project deliverables.
• Production & Delivery Management: Conduct product and vendor research, source and purchase materials, and negotiate with vendors, overseeing production and implementing quality control, and coordinate delivery of the production to the client along with logistics.
• Studio Management: Ensure cleanliness and hygiene of the studio, and oversee repairs and maintenance, managing IT & networking infrastructure and tracking inventory.
• People Management: Responsible for recruiting candidates, onboarding, for exit formalities, processing salaries, managing appraisals, and employee motivation and grievances. Drafting HR policies along with the founder.
• Founder’s Office: Manage founder’s strategy plans, support in budgeting, and project planning, and any other high-level strategy implementations. Managing of the founder’s calendar, and creating and scheduling events as and when needed, taking notes and preparing meeting agendas.
• Travel & Expense Management: Responsible for making travel and stay arrangements as and when needed for the founder and/or the team or clients.
• Cashflow Management: Responsible for funds inflow and outflow, for collections of monies from the clients, and requesting for payments and disbursing expenses as and when due, supported by Accountant.

Qualifications:

• Master’s degree / Bachelor’s degree in a relevant field (e.g., business administration, arts management) and several years of industry-specific experience.
• Strong leadership and team management skills, with the ability to motivate and manage a team effectively.
• Proficiency with excel sheets, presentations.
• Knowledge of budgeting, invoicing, and financial reporting.
• Excellent interpersonal and communication skills,.
• Flexibility, adaptability, and a passion for the studio's specific industry, with high attention to detail and problem-solving abilities.