Job Description – Executive Assistant to Principal Designer
Team Shabnam is an interior design firm specializing in thoughtfully designed residential and commercial spaces. We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to the Principal Designer to work closely with the Principal Designer and support the smooth execution of design projects and day-to-day responsibilities.
Candidates with a background in Interior Design, Architecture, Furniture, Real Estate, or related creative industries will be strongly preferred.
Role Overview
The Executive Assistant to the Principal Designer will act as a key coordination point between the Principal Designer, design team, clients, vendors, contractors, production teams, and other stakeholders.
This role requires someone who can understand the interior design workflow, manage schedules and priorities, coordinate meetings and site visits, track project deliverables, follow up with teams, and ensure that important tasks are completed on time.
The ideal candidate should be organized, professional, proactive, and comfortable working in a fast-paced design environment.
Key ResponsibilitiesPrincipal Designer Support
- Manage the Principal Designer's daily calendar, meetings, appointments, and commitments.
- Coordinate client meetings, design presentations, site visits, vendor meetings, and internal reviews.
- Prepare meeting schedules, agendas, documents, presentations, and reference material.
- Maintain a daily and weekly priority list for the Principal Designer.
- Track important decisions, instructions, and follow-up actions.
- Ensure pending tasks are followed up and closed within the required timeline.
- Handle confidential information and communications professionally.
Interior Design Project Coordination
- Coordinate with the interior design team regarding ongoing projects and deliverables.
- Track project timelines, milestones, design submissions, approvals, and pending requirements.
- Follow up with designers, 3D visualizers, project managers, site teams, production teams, and vendors.
- Ensure the Principal Designer is updated on important project developments and delays.
- Coordinate design presentations, material selections, samples, drawings, and project-related meetings.
- Maintain project trackers and provide regular status updates.
Client Coordination
- Coordinate with clients on behalf of the Principal Designer when required.
- Schedule client meetings and presentations.
- Maintain professional communication with clients through email, phone, and messaging platforms.
- Follow up on pending approvals, selections, payments, documents, and other project requirements.
- Ensure client requests are properly communicated to the relevant internal teams.
Vendor & Contractor Coordination
- Coordinate with furniture vendors, contractors, suppliers, fabricators, and other external partners.
- Follow up on quotations, material samples, production timelines, deliveries, and pending requirements.
- Coordinate vendor meetings and site visits.
- Escalate delays, quality concerns, or important issues to the Principal Designer.
- Maintain organized records of vendor communication and commitments.
Documentation & Reporting
- Maintain project trackers, schedules, meeting notes, and action-item lists.
- Prepare daily/weekly reports and updates for the Principal Designer.
- Organize drawings, presentations, quotations, material details, and project documents.
- Maintain digital folders and ensure important documents are easily accessible.
- Prepare presentations and reports using PowerPoint, Canva, Excel, or Google Workspace.
Site & Project Follow-Up
- Coordinate site visits for the Principal Designer.
- Follow up with site teams regarding design instructions and pending work.
- Track site-related issues requiring the Principal Designer's attention.
- Assist in coordinating design changes, modifications, and approvals.
- Ensure communication between the design and execution teams is clear and timely.
Preferred Industry Background
Preference will be given to candidates with experience in:
- Interior Design
- Architecture
- Furniture & Manufacturing
- Real Estate
- Construction
- Home Décor
- Project Coordination
- Luxury/Lifestyle Design
An understanding of interior design drawings, materials, furniture, vendors, site execution, and project timelines will be an advantage.
Requirements
- 2–5 years of relevant experience as an Executive Assistant, Design Coordinator, Project Coordinator, Personal Assistant, or similar role.
- Interior design or architecture background is strongly preferred.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Excellent follow-up and coordination abilities.
- Ability to manage multiple projects, meetings, and priorities.
- Good knowledge of MS Office/Google Workspace, Excel, PowerPoint, and presentation tools.
- Strong attention to detail.
- Professional communication and interpersonal skills.
- Ability to work under pressure and meet deadlines.
- Ability to maintain confidentiality.
- Willingness to attend client meetings and site visits when required.
Key Skills
- Executive Assistance
- Interior Design Coordination
- Project Coordination
- Client Coordination
- Vendor Coordination
- Calendar & Schedule Management
- Meeting Management
- Follow-ups & Task Tracking
- Documentation & Reporting
- MS Excel / Google Sheets
- PowerPoint / Canva
- Professional Communication
What We Are Looking For
We are looking for someone who can become the right hand of the Principal Designer and ensure that ideas, decisions, meetings, and instructions are properly coordinated and followed through.
The ideal candidate should be:
- Highly organized
- Proactive and dependable
- Excellent at follow-ups
- Detail-oriented
- Strong in communication
- Comfortable coordinating with multiple teams
- Able to understand design and project requirements
- Good at prioritizing urgent tasks
- Professional and well-presented
- Comfortable working in a fast-paced creative environment
- Capable of working independently with minimal supervision
Compensation
₹25,000 – ₹45,000 per month
Final compensation will depend on the candidate's experience, interior design/industry background, communication skills, organizational ability, previous performance, and overall suitability for the role.
Candidates with an Interior Design or Architecture background will be given preference.
Pay: ₹25,000.00 - ₹40,000.00 per month
Work Location: In person
