Executive Assistant

About APICES Studio Pvt. Ltd.We are an award-winning Architecture Design Studio with over 25 years of experience specializing in designing IT Parks, Data Centers, Commercial Projects, Residential Projects and Culture based Institutional Projects. Our studio with 120+ professionals is renowned for its excellence in innovative design and successful project delivery. We are committed to creating sustainable and functional spaces that meet the needs of our diverse clientele.Website: Title – Executive Assistant Reports to - Director Key Result Areas –Protecting and Optimizing Director’s Business TimeEnsure structured tracking of all active projects (Design Stage, Approvals, Tendering, Execution).Maintain Director-level dashboard of project status, billing, and client communication.Streamline coordination between Design Team, Site Team, Consultants, and Clients.Manage Director’s commitments related to client meetings, site visits, reviews, and presentations.Track follow-ups on design decisions, approvals, drawings, and submissions.Ensuring Completion of All tasks delagted by Director to department heads Required Skills & Qualifications –Bachelor’s degree in any field10+ years of experience as an Executive Assistant supporting senior leadership. Architecture or construction industry experience preferred.Strong proficiency in MS Office and ability to prepare MIS reports and dashboards.Understanding of project stages, billing milestones, and cross-functional coordination.Job Description:Manage Director’s calendar (Client Meetings, Design Reviews, Site Visits, Consultant Calls).Prioritize and filter communications to protect uninterrupted business time.Maintaining To-Do list of Director with status visibility (ensuring execution of the same)Draft professional emails and formal communications to clients, consultants, vendors.Prepare briefing notes before key meetings and MOM after meetingsCoordinate proposal submissions, design presentations, and competition entries.Track leads, enquiries, and follow-ups.Maintain database of past projects for marketing use.Support and participation in exhibitions / design events, site visits and client meetingsCoordinate billing follow-ups with Accounts.Track retainer agreements and fee milestones.Maintain vendor and consultant agreements.Ensure confidentiality of sensitive design and client data.Provide summary of MIS indicators every alternate dayMonitoring and reviewing the performance of relevant workforce (as instructed)Collecting reports (monthly/weekly) from relevant departmentsCater to travel arrangements and ticketing needs of the Director If you find this opportunity interesting, kindly share your resume and portfolio at HR+91 73042 07381 / 98929 29740

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