Executive Assistant

About APICES Studio Pvt. Ltd.

We are an award-winning Architecture Design Studio with over 25 years of experience specializing in designing IT Parks, Data Centers, Commercial Projects, Residential Projects and Culture based Institutional Projects. Our studio with 120+ professionals is renowned for its excellence in innovative design and successful project delivery. We are committed to creating sustainable and functional spaces that meet the needs of our diverse clientele.

Website: https://apices.in/

Job Title Executive Assistant

Reports to - Director

Key Result Areas

• Protecting and Optimizing Directors Business Time
• Ensure structured tracking of all active projects (Design Stage, Approvals, Tendering, Execution).
• Maintain Director-level dashboard of project status, billing, and client communication.
• Streamline coordination between Design Team, Site Team, Consultants, and Clients.
• Manage Directors commitments related to client meetings, site visits, reviews, and presentations.
• Track follow-ups on design decisions, approvals, drawings, and submissions.
• Ensuring Completion of All tasks delagted by Director to department heads

Required Skills & Qualifications

• Bachelors degree in any field
• 10+ years of experience as an Executive Assistant supporting senior leadership. Architecture or construction industry experience preferred.
• Strong proficiency in MS Office and ability to prepare MIS reports and dashboards.
• Understanding of project stages, billing milestones, and cross-functional coordination.

Job Description:

1. Manage Directors calendar (Client Meetings, Design Reviews, Site Visits, Consultant Calls).
2. Prioritize and filter communications to protect uninterrupted business time.
3. Maintaining To-Do list of Director with status visibility (ensuring execution of the same)
4. Draft professional emails and formal communications to clients, consultants, vendors.
5. Prepare briefing notes before key meetings and MOM after meetings
6. Coordinate proposal submissions, design presentations, and competition entries.
7. Track leads, enquiries, and follow-ups.
8. Maintain database of past projects for marketing use.
9. Support and participation in exhibitions / design events, site visits and client meetings
10. Coordinate billing follow-ups with Accounts.
11. Track retainer agreements and fee milestones.
12. Maintain vendor and consultant agreements.
13. Ensure confidentiality of sensitive design and client data.
14. Provide summary of MIS indicators every alternate day
15. Monitoring and reviewing the performance of relevant workforce (as instructed)
16. Collecting reports (monthly/weekly) from relevant departments
17. Cater to travel arrangements and ticketing needs of the Director

If you find this opportunity interesting, kindly share your resume and portfolio at jobs@apices.in

HR

+91 73042 07381 / 98929 29740