Executive Assistant

Job Description

Company Description Sky Creation provides contemporary solutions in the field of interior designing with a professional touch of ideas and creativity. We are dedicated to delivering innovative and effective design solutions that meet the unique needs of our clients. Our team is passionate about transforming spaces into functional and aesthetically pleasing environments. Based in Navi Mumbai, we offer a blend of traditional values and modern design principles. Key responsibilities : I. Administrative & Operational Support: Calendar Management & Scheduling: Manage complex calendars for all designers, coordinating client meetings, site visits, vendor appointments, and internal deadlines. Prioritize appointments and proactively resolve scheduling conflicts. Send timely reminders and confirmations. Communication & Correspondence: Handle incoming calls, emails, and postal mail, filtering and prioritizing as needed. Draft and prepare professional correspondence, including emails, letters, and client proposals, ensuring accuracy and brand consistency. Maintain clear and organized communication channels with clients, vendors, and team members. 2. Travel Arrangements: Coordinate travel arrangements, including booking flights, hotels, and transportation, for site visits, industry events, and client meetings. Prepare detailed travel itineraries and expense reports. 3. Document Management & Organization: Organize and maintain both digital and physical files, including client contracts, project documents, vendor invoices, and design specifications. Ensure all documents are easily accessible and up-to-date. Maintain an organized sample library. 4.Supply & Inventory Management: Manage office supplies and inventory, ensuring the team has the necessary resources to function efficiently. Order supplies and track expenses. 5. Client Database Management: Maintain the client database, ensuring all client information is accurate and up-to-date. Input and update project information. II. Project & Client Support: Project Coordination: Assist in tracking project timelines and deadlines, ensuring projects stay on schedule. Coordinate with vendors and contractors to schedule deliveries and installations. 2. Client Liaison: Act as a point of contact for clients, providing excellent customer service and addressing their inquiries promptly. Prepare and distribute client meeting agendas and minutes. Follow up with clients after meetings and installations to ensure satisfaction 3. Quoting and Invoicing: Assist in the creation of client quotes and invoices. Track payments and follow up on outstanding invoices. 4. Assist in Procurement: Research and source materials, furniture, and fixtures. Obtain vendor quotes and compare prices. Track orders and deliveries. III. Financial (Optional): Expense Tracking & Reporting: Track and reconcile expenses, preparing expense reports as needed. Assist with budget management and financial record keeping. IV. Administrative Support Vendor Management: Maintain relationships with vendors and contractors. Process vendor invoices and payments. V. General Office Management: Maintain a clean and organized office environment. Run errands as needed. Assist with special projects and events. Key Skills: Excellent organizational and time-management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to multitask and prioritize effectively. Strong attention to detail. Excellent customer service skills. Ability to work independently and as part of a team. Discretion and confidentiality. Ability to work in a fast paced enviroment. Excellent follow-up skills. Show more Show less