Executive Assistant

Role & responsibilities

Job Overview:

We are looking for a young and energetic, highly organized, proactive, and detail-oriented Executive Assistant to support the CEO of Eufinger Studio, Joshua Eufinger. This role involves managing day-to-day executive support functions, drafting proposals, handling vendor coordination and payment follow-ups, and ensuring seamless communication with internal and external stakeholders, including the Anshul Groups concerned personnel. This is a critical position requiring discretion, professionalism, strong multitasking skills.

Key Responsibilities:

• Manage the Directors daily schedule, meetings, and appointments smoothly.
• Arrange travel, book tickets, plan meetings, and take meeting notes when needed.
• Keep all confidential information private and secure.
• Help the Director with follow-ups, keeping track of reports, and managing tasks.
• Create and edit proposals, presentations, and official documents.
• Work with team members to collect necessary technical and pricing information for proposals.
• Make sure all proposals and documents are submitted on time.
• Talk to vendors to get quotes, finalize agreements, and check delivery and quality.
• Follow up on vendor payments and coordinate with the accounts team to ensure timely payments.
• Keep all records of vendor communication, transactions, and contracts up to date.
• Act as a communication link between the CEO and other departments, consultants, and clients.
• Stay in touch with the concerned team members at Anshul Group for coordination and project updates. You will be working closely with Anshul Groups Executive Assistant.
• Make sure all tasks and responsibilities related to projects are completed on time and correctly.
• Keep all important files, records, and digital documents organized in the office server, in folders (as necessary).
• Support office work and help with HR or admin tasks
• Take initiative to solve office issues and suggest improvements in administrative processes
• The CEO lives in San Francisco, but often travels. You must be okay with having a dynamic work schedule and have meetings outside of regular office-hours.

Required Skills & Competencies:

• Outstanding work ethic, quick problem solver, showing initiative and eagerness to learn, work in a team, be of diplomatic character, and a strong sense of responsibility
• Interest in the business side of an architecture company and passionate about learning
• Excellent communication (verbal & written) and interpersonal skills in English. Marathi is much preferred. Hindi and any other languages are a plus. Joshua is German, so the ability to speak German will also be a plus. You will be feet on the ground for the Indian office.
• Strong organizational, time-management, and follow-up skills.
• Highly skilled in MS Office (Word, Excel, PowerPoint, Outlook).
• Proficiency in Adobe Creative Suit, especially InDesign and Photoshop
• Ability to handle pressure, establish your own systems, and work independently while organizing the CEO.
• Professional attitude with a strong sense of responsibility and confidentiality.
• Knowledge of architecture/design industry processes is an added advantage.
• The ideal candidate will have spend a significant amount of time internationally, especially China, Europe, or US and be accustomed to standards of detail there.

Qualifications & Experience:

• Bachelor or Master’s degree ideally from an international university in the AEC field, Business Administration, Management, or a related field. You will be mostly evaluated on personality but a background in business, design, and construction will be helpful.
• Minimum 5–8 years of experience as an Executive Assistant or in a similar administrative role.
• Prior experience supporting senior leadership, preferably in an architectural, construction, or real estate environment.