Secretary ( Interior Fit-Out )

Job Description: Secretary to the Design Director (Interior Fit-Out Field)

Job Summary:

The Secretary to the Design Director provides vital administrative support within the fast-paced and dynamic interior fit-out field. This role involves a combination of administrative duties, project coordination, and client interaction, requiring exceptional organizational skills, meticulous attention to detail, and a keen interest in interior design.

Key Responsibilities:

Administrative Support:

• Manage the Design Director's calendar, including scheduling meetings and coordinating appointments.
• Handle correspondence, including emails, phone calls, and letters, ensuring timely responses.
• Prepare and edit documents, reports, and presentations for internal and client meetings.
• Maintain electronic and physical filing systems, ensuring documents are organized and easily accessible.

Project Coordination:

• Assist in the coordination of interior fit-out projects, tracking deadlines and deliverables.
• Communicate with team members to ensure project milestones are met.
• Organize and maintain project files, including design drafts, contracts, and client feedback.
• Support the preparation of project proposals, budgets, and timelines.

Client Interaction:

• Serve as a point of contact for clients, addressing inquiries and providing information as needed.
• Schedule and prepare for client meetings, including setting up meeting spaces and preparing necessary materials.
• Assist in the coordination of client presentations and follow-up activities.

Office Management:

• Order and manage office supplies, ensuring the design department is well-equipped.
• Coordinate travel arrangements for the Design Director and team members, including booking flights, accommodations, and transportation.
• Assist in organizing company events, workshops, and team-building activities.

Team Collaboration:

• Work closely with other administrative staff to ensure cohesive support across departments.
• Participate in team meetings, taking minutes and distributing them as required.
• Support the onboarding of new team members, including setting up workstations and providing necessary resources.

Qualifications:

Education: High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.

Experience: Minimum of 1-3 years of experience as a secretary or administrative assistant, preferably in the interior fit-out or design industry.

Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with design software (e.g., AutoCAD, Adobe Creative Suite) is a plus.
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and problem-solving skills.

Personal Attributes:

• Professional demeanor and appearance.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal skills and the ability to work well with diverse teams.
• Enthusiasm for interior design and creativity.

Job Types: Full-time, Permanent

Application Deadline: 23/06/2024