Full job description

Job Summary

We are seeking a highly organized and proactive Executive Assistant (Female) with experience in interior fit-out and joinery to support the Owner in managing daily operations, project coordination, and executive-level tasks. The ideal candidate must understand interior decoration principles , fit-out processes, joinery production workflow, supplier coordination, and project documentation.

This role requires strong administrative skills combined with industry knowledge.

Key Responsibilities

1. Executive Support

• Manage Owner’s calendar, meetings, site visits, and appointments
• Prepare reports, presentations, and project summaries
• Handle confidential correspondence and business communication
• Follow up on pending tasks with project managers and department heads
• Liaise within the team and attend meetings on behalf of the Owner

2. Project Coordination (Fit-Out & Joinery)

• Assist in tracking project timelines and milestones
• Coordinate with design, estimation, procurement, and production teams
• Monitor joinery production schedules and site installation updates
• Prepare BOQs, quotations follow-ups, and tender documentation support
• Liaise with suppliers and subcontractors

3. Documentation & Compliance

• Maintain project documentation, contracts, variations, and approvals
• Ensure proper filing of drawings, material submittals, and approvals
• Track payment schedules and project cost summaries

4. Client & Supplier Communication

• Communicate professionally with clients regarding project updates
• Follow up on quotations and material approvals
• Coordinate meetings with consultants and contractors

5. Operational Support

• Assist in procurement tracking and supplier comparisons
• Support HR/Admin coordination when required
• Monitor office and site coordination matters
• Follow through on handing over projects and update the owner from time to time