Executive Assistant to Director
Company: Studio 5 Design
Location: Mumbai
Experience: 3–6 Years
Employment Type: Full-Time
About Studio 5 Design
Studio 5 Design is an architecture and interior design studio focused on creating distinctive, functional, and high-quality spaces. We are looking for a highly organized and proactive Executive Assistant to the Director who can provide efficient administrative and professional support while ensuring smooth coordination across the organization.
Role Overview
The Executive Assistant will work closely with the Director and be responsible for managing schedules, meetings, communications, follow-ups, documentation, and day-to-day coordination. The ideal candidate should be highly organized, professional, trustworthy, and capable of handling confidential information.
Key Responsibilities
- Manage the Director’s calendar, appointments, meetings, and daily schedule.
- Coordinate and schedule internal and external meetings with clients, vendors, consultants, and business partners.
- Act as the primary point of contact between the Director and internal/external stakeholders.
- Handle emails, calls, messages, and other professional communication on behalf of the Director when required.
- Prepare meeting agendas, presentations, reports, documents, and other required materials.
- Maintain proper records of important documents, discussions, and correspondence.
- Take meeting notes and ensure timely follow-up on action items and pending tasks.
- Coordinate with different departments and ensure tasks assigned by the Director are followed up and completed on time.
- Assist the Director in tracking ongoing projects, deadlines, meetings, and important commitments.
- Conduct research and gather information whenever required for business decisions or meetings.
- Coordinate travel arrangements, itineraries, accommodation, and other logistics for the Director.
- Handle confidential and sensitive business information with complete discretion.
- Support the Director in client meetings, presentations, events, and business activities.
- Maintain strong relationships with clients, consultants, vendors, and other stakeholders.
- Ensure the Director is updated regularly about important developments, pending matters, and upcoming commitments.
- Perform other administrative and business-support responsibilities assigned by the Director.
Requirements
- Bachelor's degree in Business Administration, Management, Communications, or a related field.
- 3–6 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or similar role.
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Proficiency in MS Office / Google Workspace, including Word, Excel, PowerPoint, Gmail, and Calendar.
- Ability to manage multiple tasks and priorities simultaneously.
- Strong follow-up and coordination skills.
- Professional appearance and communication etiquette.
- Ability to maintain confidentiality and handle sensitive information.
- Strong attention to detail and problem-solving ability.
- Willingness to work in a fast-paced and dynamic environment.
Key Skills
Executive Support | Calendar Management | Meeting Coordination | Communication | Follow-ups | Documentation | Travel Coordination | MS Office | Stakeholder Management | Time Management | Confidentiality | Administration
What We Are Looking For
We are looking for someone who can act as a reliable right hand to the Director, ensuring that schedules, meetings, communications, follow-ups, and important tasks are managed efficiently.
The ideal candidate should be proactive rather than reactive, able to anticipate requirements, take ownership of responsibilities, and ensure that nothing important is missed.
Pay: ₹15,000.00 - ₹25,000.00 per month
Work Location: In person
