Executive Secretary

Job Title

Executive Secretary & Business Development Assistant

Industry

Architecture & Interior Design

Job Description

• We are seeking a highly organized and proactive
• Executive Secretary & Business Development Assistant

to support the daily operational efficiency of the management team, ensure proper project documentation management, and contribute to client acquisition strategies through contract administration and proactive business development support.

• Key Responsibilities
• Executive Secretary & Personal Assistant

Manage the executive's calendar and coordinate meetings with clients, contractors, consultants, and vendors, ensuring there are no scheduling conflicts.

Serve as the first point of contact for incoming phone calls and emails, screening and prioritizing correspondence.

Arrange business travel logistics, including flight bookings, hotel reservations, and transportation for site visits and out-of-town projects.

• Prepare meeting minutes for technical and design meetings and distribute them to relevant team members.
• Business Development Administration
• Prepare Fee Proposals and Quotations based on instructions from the Head of Business Development.
• Prepare and organize company legal and administrative documents required for tenders and project submissions.
• Maintain the client database (CRM), follow up on prospects, and nurture relationships with existing clients.
• Support the design team in collecting project progress photos and materials for portfolios, marketing, and social media purposes.
• Project Operations & Administration
• Manage and maintain project contract archives, including agreements with clients and sub-consultants.
• Coordinate with the Finance Department to ensure project invoices and payment milestones are issued on time.
• Manage project transmittal documentation, including working drawings, blueprints, and material samples.

Qualifications

Minimum Diploma (D3) or Bachelor's Degree (S1) in Secretarial Studies, Business Administration, Communications, or related fields. Educational background in Architecture or Interior Design is an advantage.

• Minimum 2–3 years of experience in a similar role, preferably within the architecture, construction, consulting, or creative industries.
• Strong multitasking abilities, attention to detail, communication skills, and problem-solving capabilities.

Proficient in Microsoft Office applications, especially PowerPoint and Excel; familiarity with Canva or basic design software is an advantage.

• Fluent in spoken and written English for communication with international and expatriate clients.
• Key Performance Indicators (KPIs)
• All proposals and invoices are submitted before the specified deadlines.
• Project documents can be retrieved within less than 2 minutes.
• Zero missed meetings or scheduling conflicts involving management.
• Prompt and professional responses to new client inquiries.