Administrative Secretary / Executive Administrative Assistant

Job Summary The Executive Administrative Assistant provides high-level administrative support to the interior design team, ensuring smooth day-to-day office operations. The role involves preparing client quotations, managing schedules and follow-ups, maintaining project and client records, and supporting the business through effective use of digital tools. Key Responsibilities Prepare Quotations Prepare accurate client quotations for interior design and decoration services, including furnishings, furniture, soft furnishings, fittings, and installation costs Liaise with the design team to confirm specifications, material costs, and project scope before issuing quotations Update quotations promptly in response to client revisions or changes in project scope Maintain a record of issued quotations and track their approval status Digital Administration Manage digital correspondence, documentation, and office workflows Maintain and update digital records, shared drives, and client/project files Support the digitization and proper storage of physical and electronic documents, including design proposals, invoices, and contracts MS Office & Google Workspace Demonstrate strong proficiency in MS Word, Excel, PowerPoint, and Outlook Use Google Workspace tools (Docs, Sheets, Drive, Calendar, Gmail) effectively for daily administrative tasks Prepare spreadsheets for cost tracking, client presentations, and project documentation Manage Schedules & Follow-Ups Manage executive and design team calendars, client meetings, and site visit schedules Coordinate and track follow-ups on pending quotations, client approvals, supplier orders, and project deadlines Send timely reminders to ensure project timelines and client commitments are met Organise Records & Filing Organize and maintain physical and digital filing systems for client files, project documentation, supplier records, and contracts Ensure records are accurately labeled, up to date, and easily retrievable Maintain confidentiality of client information and project details General Administrative Support Provide administrative support to the design and management team as needed Handle incoming calls, client inquiries, and visitor coordination Assist with preparing client presentations, mood boards documentation, and meeting materials Support coordination with vendors, suppliers, and contractors as required Requirements OND/HND/BSc in Business Administration or related field] Experience in an administrative or secretarial role; experience in interior design, real estate, or a related industry is an advantage Proficiency in MS Office and Google Workspace Strong organizational and multitasking skills Excellent written and verbal communication skills High level of accuracy and attention to detail, particularly in preparing quotations Ability to maintain confidentiality and professionalism Key Competencies Time management and reliability Problem-solving and resourcefulness Strong interpersonal and client-facing skills Ability to work independently and collaboratively with the design team