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

1. Provide comprehensive administrative support to the Managing Director.
2. Manage complex calendars, appointments, meetings, and travel arrangements.
3. Handle correspondence, emails, calls, and other communications professionally and discreetly.
4. Prepare reports, presentations, proposals, and documentation for internal and external use.
5. Coordinate and track project schedules, milestones, and deliverables.
6. Support in project planning, budgeting, and resource coordination.
7. Assist in procurement tracking, supplier communication, and order follow-ups.
8. Organize and maintain project files, contracts, drawings, BOQs, and other documents.
9. Liaise with clients, consultants, contractors, and suppliers on behalf of the Managing Director.
10. Arrange and coordinate site visits, meetings, and project reviews.
11. Monitor action items, follow up on commitments, and ensure timely execution.
12. 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.