Secretary / Executive Assistant

EXECUTIVE ASSISTANT ROLE IN A TURNKEY ARCHITECTURE & INTERIOR FIRM

A turnkey firm handles everything from concept to completion—design, purchase, execution, and handover. The EA acts as the control center, helping the firm's leader stay organized, efficient, and focused.

1. Leadership Support & Strategic Coordination

• Manage Principal's Calendar

• Schedule internal meetings (design reviews, vendor discussions, contractor coordination).

• Block time for focused design/planning work.

• Schedule sales calls, client follow-ups, site visits, and review meetings.

• Task Prioritization

• Help the principal prioritize the day/week/month based on deadlines, payments, and client commitments.

• Remind the principal of pending decisions (design approvals, material selections, billing approvals, etc.).

• Strategic Follow-Ups

• Follow up with team leads for actionable outcomes discussed in meetings.

• Ensure high-priority items (client escalations, delayed site works, stuck vendor payments) are tracked until closure.

2. Project Monitoring & Reporting

• Create and Maintain Project Trackers

• Design progress: plans, elevations, 3Ds, working drawings, and GFCs.

• Site status: civil, electrical, false ceiling, carpentry, finishing stages.

• Material tracking: procurement status, delivery dates, vendor coordination.

• Daily/Weekly Reports

• Prepare daily status reports from site supervisors (attendance, work done, issues).

• Compile weekly progress reports for clients.

• Highlight project delays, stuck approvals, or client dependencies.

• Minutes of Meeting (MoMs)

• Document key points and action items from client/vendor/team meetings.

• Follow up with responsible team members before the next review.

3. Client Relationship & Sales Support

• Sales Lead Coordination

• Manage new inquiries, schedule meetings, and share presentations.

• Keep track of where each lead stands (site visit done, quotation shared, awaiting decision).

• Proposal Management

• Help prepare and send proposals, BOQs, or agreements.

• Ensure revisions are sent promptly.

• Follow up for approvals and advances.

• Client Experience Support

• Share designs and updates with clients in a professional format.

• Schedule feedback meetings.

• Handle routine client communication when the principal is occupied.

4. Vendor, Contractor & Purchase Coordination

• Vendor Coordination

• Follow up with vendors for material quotations, sample approvals, delivery timelines.

• Maintain vendor database with product info, pricing, and past dealings.

• Contractor Communication

• Coordinate site-level manpower availability, work schedules, and updates.

• Ensure contractor payments and work certifications are aligned with site progress.

• Purchase Tracking

• Maintain records of PO approvals, purchases made, delivery dates, and pending items.

• Share daily/weekly updates with the principal.

5. Design & Drawing Team Coordination

• Internal Task Distribution

• Distribute work among design team based on priority (layouts, 3Ds, elevations, working drawings).

• Ensure submission timelines are met.

• Quality Check Support

• Help review deliverables for format, presentation, and readiness before client sharing.

• Track client feedback and next design iterations.

6. Documentation & Filing

• Digital Filing System

• Maintain project-wise folders with clear naming conventions.

• Ensure all drawings, approvals, MoMs, material images, invoices are stored properly.

• Contract & Financial Documentation

• Ensure all signed agreements, contractor contracts, and POs are properly maintained.

• Track payment terms and remind about billing cycles.

7. Internal Team HR & Admin Support

• Track attendance and leaves.

• Assist with recruitment coordination and interview scheduling.

• Maintain office asset logs, software subscriptions, and admin supplies.

8. Personal Assistance to Principal

• Schedule personal appointments, travel, or bill payments.

• Reminders for birthdays, renewals, key follow-ups.

• Discreetly handle personal-to-professional overlaps (e.g., urgent travel during project delivery).

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