POSITION OVERVIEW:
We are seeking a highly organized and detail-oriented individual to join our architecture firm as an Executive Assistant. The Executive Assistant will provide comprehensive administrative support to the owner, ensuring the smooth operation of the office and contributing to the overall efficiency and effectiveness. This is a vital role that requires excellent communication skills, a proactive mindset, and the ability to handle multiple tasks simultaneously.
RESPONSIBILITIES:
Administrative Support:
•Manage and maintain the executive's calendar, schedule appointments, and coordinate meetings.
•Prepare and edit correspondence, reports, and transmittals as required.
•Screen and prioritize incoming communications, including emails, phone calls, and mail.
•Handle travel arrangements and logistics for the executive team.
•Manage basic bookkeeping, salaries, and office payments with company management
•Coordinate with external company accountant
Project Coordination:
•Assist with the coordination and tracking of projects, ensuring adherence to deadlines and deliverables.
•Help prepare and distribute project-related doentation, such as contracts, proposals, and client presentations.
Office Management:
•Oversee general office operations, including maintaining office supplies, equipment, and facilities.
•Handle incoming & outgoing correspondence, ensuring timely distribution & appropriate follow-up.
•Maintain and update filing systems, both physical and digital, for easy retrieval of doents.
Meeting Support:
•Prepare meeting agendas, doent meeting minutes, and follow up on action items.
•Coordinate and organize internal and external meetings, including scheduling, room setup, and catering arrangements.
Qualifications:
•Proven experience - min 2yrs - as an executive assistant or in a similar administrative role.
•Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
•Excellent written and verbal communication skills, including professional phone etiquette.
•Proficiency in using office software and tools, such as Microsoft Office Suite, email clients, and calendar applications.
•Proficiency in using accounting software; Zoho or similar VAT compliant accounting software
•Attention to detail and a high degree of accuracy in all work performed.
•Ability to handle sensitive and confidential information with integrity and discretion.
•Flexibility and adaptability to work in a fast-paced, dynamic environment.
•Knowledge or interest in architecture and design is a plus.
Joining our architecture firm as an Executive Assistant offers an exciting opportunity to work alongside award winning talented professionals in a creative and collaborative environment. If you are a proactive and motivated individual with a passion for organization and administrative excellence, we encourage you to apply for this position.
DISCLAIMER: Dear Candidate! You are fully responsible to deal with the employer on the hiring process. GulfJobs.com will not take any responsibility on your hiring process. Genuine employer does not ask money for hiring!