Executive Assistant

Job Title: Executive Assistant to Managing Director

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Role Overview

The Executive Assistant (EA) will provide high-level administrative, operational, and strategic support to the Managing Director (MD) and senior leadership team. This role demands exceptional organizational skills, discretion, and the ability to manage complex schedules and project coordination in a dynamic design & build environment.

Key Responsibilities

1. Executive Support

• Manage the MD’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare meeting agendas, presentations, and follow-up action points.
• Maintain confidentiality of sensitive business information.
• Screen calls, emails, and correspondence, prioritizing issues for MD’s attention.

2. Project Coordination

• Liaise between MD, project managers, clients, and vendors to ensure smooth workflow.
• Track project timelines, deliverables, and follow up on pending tasks.
• Assist in preparing project proposals, contracts, and RFP documentation.

3. Client & Stakeholder Management

• Act as the first point of contact for key clients in the MD’s absence.
• Maintain strong professional relationships with high-profile clients and partners.
• Coordinate site visits, presentations, and client meetings.

4. Documentation & Reporting

• Draft, proofread, and manage correspondence, reports, and internal communications.
• Maintain organized records for contracts, drawings, and design approvals.
• Prepare weekly and monthly business reports for leadership review.

5. Office & Team Support

• Coordinate with HR, Finance, and Operations to ensure smooth office functioning.
• Assist in planning company events, exhibitions, and marketing initiatives.
• Support recruitment and onboarding for key positions when required.

Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent verbal & written communication skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint), project management tools (Asana, Trello), and cloud storage platforms.
• Ability to work under pressure and meet tight deadlines.
• Knowledge of design & build industry processes will be an advantage.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• Certification in project management or administration is a plus.
• Minimum 5 years of EA experience, ideally in construction, architecture, or interior design companies.

Key Attributes for Success

• Professionalism & discretion
• Strong attention to detail
• Client-focused approach
• Initiative and problem-solving mindset