Executive Assistant / Projects Assistant

REPORTS TO: MANAGING DIRECTOR

ROLE OVERVIEW

The Executive Assistant / Projects Assistant will provide high-level administrative and project support to the Managing Director while ensuring smooth coordination and execution of construction and interior fit-out projects.

This role is ideal for a highly organized professional with a strong background in construction who thrives in a fast-paced environment, anticipates needs, manages multiple priorities with excellence, and adds value at every step.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Construction Management, Interior Design, Architecture, or Project Management (or related field).
• Minimum 5 years’ experience as an Executive Assistant, Projects Assistant, or in a similar role supporting senior management within the construction or interior fit-out industry.
• Strong understanding of construction processes, project lifecycles, and interior fit-out works.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management tools such as MS Project, Monday.com, or Asana is an added advantage.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and attention to detail.
• Strong time management, organizational, and problem-solving skills.
• Ability to work independently and proactively.

WHAT WE ARE LOOKING FOR

• A proactive self-starter who takes initiative and gets things done.
• Strong understanding of the construction/interior industry and project environments.
• Someone who anticipates needs, solves problems, and adds value beyond expectations.
• A trusted right-hand with a positive attitude and strong work ethic.
• A team player who can handle pressure with grace and discretion.

KEY RESPONSIBILITIES

• Provide comprehensive administrative support to the Managing Director.
• Manage complex calendars, appointments, meetings, and travel arrangements.
• Handle correspondence, emails, calls, and other communications professionally and discreetly.
• Prepare reports, presentations, proposals, and documentation for internal and external use.
• Coordinate and track project schedules, milestones, and deliverables.
• Support in project planning, budgeting, and resource coordination.
• Assist in procurement tracking, supplier communication, and order follow-ups.
• Organize and maintain project files, contracts, drawings, BOQs, and other documents.
• Liaise with clients, consultants, contractors, and suppliers on behalf of the Managing Director.
• Arrange and coordinate site visits, meetings, and project reviews.
• Monitor action items, follow up on commitments, and ensure timely execution.
• Perform any other duties as assigned by the Managing Director.

WHY JOIN US?

• Be part of exciting, high-impact construction and interior projects.
• Work closely with a dynamic leadership team.
• Opportunity to grow your career in a leading firm.
• Competitive compensation and professional growth.