Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Assistant to the Director, to support the leadership team in our architectural firm. This role is ideal for someone who thrives in a fast-paced, creative environment and can effectively manage administrative, operational, and project-related tasks. You will play a crucial role in ensuring the smooth functioning of the Directors office while collaborating with internal teams, clients, and external stakeholders.

Key Responsibilities:

Administrative Support:

• • Manage the Directors calendar, schedule meetings, and coordinate appointments.
• • Handle correspondence, including emails, phone calls, and official documents.
• • Prepare and organize reports, presentations, and meeting materials.
• • Maintain confidential records and manage document filing systems.

Project Coordination:

• • Assist in managing project timelines, deliverables, and follow-ups.
• • Coordinate with internal design teams, consultants, and clients.
• • Track project milestones and ensure deadlines are met.
• • Help prepare proposals, contracts, and submission packages.

Operational Support:

• • Organize and manage travel arrangements, itineraries, and expense reports.
• • Assist in organizing team meetings, workshops, and events.
• • Liaise with vendors, consultants, and service providers as needed.
• • Support day-to-day office operations and special initiatives.

Communication & Client Management:

• • Serve as a point of contact between the Director and clients or team members.
• • Draft and review professional correspondence and project updates.
• • Ensure clear communication of directives and priorities across teams.
• • Manage client relationships with professionalism and discretion.

Qualifications:

• • Bachelors degree in Business Administration, Architecture, or a related field (preferred).
• • 3+ years of experience as an Executive Assistant, Project Coordinator, or similar roleexperience in an architectural or design firm is a plus.
• • Strong organizational skills and the ability to manage multiple tasks with attention to detail.
• • Excellent written and verbal communication skills.
• • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools (e.g., Asana, Trello).
• • Familiarity with architectural processes and terminology (preferred).
• • Ability to work independently, maintain confidentiality, and manage sensitive information.

What We Offer:

• • Competitive salary and benefits package.
• • An opportunity to work closely with leadership and contribute to high-end architectural projects.
• • A collaborative and creative work environment.
• • Professional growth and development opportunities.