Hiring!! Job Title : Executive Assistant Location : Kolkata Reports To : Founder & Co Founder Department : Administration Job Type : Full Time Job Summary : The Executive Assistant provides essential administrative and organizational support to the senior management team of the interior design company. This role involves managing schedules, coordinating meetings, facilitating communication with clients, vendors, and suppliers, and ensuring that the office runs smoothly. The Executive Assistant will assist with project coordination, document management, and other tasks to support the day-to-day operations of the business. Key Responsibilities : Administrative Support: o Manage the executive's calendar, scheduling meetings, consultations, and appointments with clients, suppliers, and other stakeholders. o Organize and prioritize emails, phone calls, and inquiries, ensuring timely responses. o Assist in preparing presentations, proposals, and design documentation for client meetings and presentations. o Handle incoming communications and direct them to appropriate departments or individuals as needed. Project Coordination : o Assist in tracking the progress of ongoing design projects, ensuring that timelines are followed and any required materials are available. o Coordinate project meetings, assist with the preparation of agendas, and ensure that follow up actions are executed. o Prepare and organize design files, presentations, mood boards, and product catalogs for client reviews. Client & Vendor Liaison : o Act as a liaison between the executive team and clients, contractors, vendors, and suppliers. o Communicate design ideas, project updates, and requirements to clients, ensuring satisfaction and meeting deadlines. o Manage and process orders for design materials, ensuring timely delivery and accurate inventory. Meeting & Event Coordination : o Schedule meetings with clients, contractors, and internal teams to discuss project specifications and progress. o Attend design meetings and take detailed notes, ensuring that key actions are recorded and communicated to appropriate team members. o Organize and manage events such as client presentations, design showcases, or industry related conferences. Travel & Scheduling : o Coordinate travel arrangements for site visits, client meetings, and design expos, including booking flights, accommodations, and transportation. o Prepare itineraries and ensure executives have all necessary materials for their trips. Office Management : o Maintain a well-organized office space, including managing office supplies and handling routine administrative tasks such as filing and data entry. o Assist in managing the office calendar, ensuring deadlines and project timelines are met. o Handle sensitive or confidential client and business information with discretion. Financial & Billing Support : o Assist with invoicing and billing related to design projects, working with the finance team to ensure timely and accurate billing for client projects. o Help track expenses and project budgets, ensuring financial records are up to date and accurate. Design Material & Resource Management : o Organize and manage design resource libraries, including product catalogues, fabric samples, and design portfolios. o Keep the office’s material inventory up to date, ordering samples or supplies as needed. Qualifications : Education: o A Bachelor’s degree in Business Administration, Interior Design, or a related field is preferred. o Certification in project management or business administration is a plus. Experience : o Proven experience as an Executive Assistant or Administrative Assistant, ideally within an interior design firm or creative industry. o Familiarity with design software (such as AutoCAD, SketchUp, or Adobe Creative Suite) and project management tools is a plus. Skills : o Strong organizational and time-management skills, with the ability to manage multiple projects and tasks simultaneously. o Excellent written and verbal communication skills, with the ability to communicate design concepts and client needs clearly. o Proficiency in Microsoft Office Suite, Google Workspace, and project management tools. o Attention to detail with an understanding of interior design terminology and processes. Personal Attributes : Professional and polished with the ability to interact with high-level clients and vendors. Proactive, with a positive attitude and strong problem-solving abilities. Highly adaptable and able to handle a variety of tasks, often under tight deadlines. Strong interpersonal skills, capable of working collaboratively with creative and operational teams. Passionate about the design industry, with a keen eye for aesthetics and design trends. Working Conditions : Standard office hours, with occasional overtime or weekend hours required to meet project deadlines or attend events. Ability to travel for client meetings, site visits, and design-related events, as necessary. Job Type: Full-time Pay: ₹20,000.00 - ₹25,000.00 per month Schedule: Day shift Education: Master's (Preferred) Experience: Executive assistant: 3 years (Required) Language: English (Preferred) Work Location: In person
