Operations / Executive Assistant (Architectural Design)

Job title : Operations / Executive Assistant (Architectural Design)

Job Summary

• We are seeking a highly organized, proactive, and technically competent Operations/Executive Assistant to the Managing Director for a leading Architectural Design Firm.
• The ideal candidate will provide strategic, operational, and technical support to the Managing Director, coordinate day-to-day operations across the firm, and assist project teams across various functions.
• This role is designed for a professional with leadership potential who can effectively represent the MD, drive operational efficiency, and gradually fit into higher management responsibilities when required.

Key Responsibilities

• Provide direct operational and technical support to the Managing Director.
• Coordinate and monitor ongoing architectural, engineering, and construction projects.
• Oversee day-to-day operational processes, systems, and documentation across the firm.
• Attend meetings on behalf of the MD and prepare reports, minutes, and action plans.
• Conduct research, feasibility studies, and technical analysis as required.
• Assist in project planning, scheduling, documentation, and quality control.
• Liaise with clients, consultants, contractors, and regulatory agencies.
• Prepare presentations, proposals, technical reports, and business correspondence.
• Monitor project and operational performance, ensuring deadlines and standards are met.
• Support the management team in operational and strategic decision-making.
• Represent the MD when delegated and provide leadership support to project teams.
• Contribute to business development, process improvement, and organizational growth initiatives.

Requirements

• Bachelor's Degree in Architecture, Engineering, Quantity Surveying, Building Technology, Project Management, Accounting, or a related discipline.
• 3–5 years relevant professional experience.
• Strong understanding of project management and business operations.
• Excellent report writing, communication, and presentation skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of AutoCAD, Revit, or other design/project management software is important.
• Strong analytical, organizational, and problem-solving abilities.
• Ability to work independently, maintain confidentiality, and manage multiple priorities.
• Demonstrated leadership potential with the capacity to assume greater responsibilities over time.