
Administrative Support Specialist
2 days ago
**Job Summary:**
We are seeking a highly organized and detail-oriented Administrative Support Specialist to provide comprehensive support to our CEO.
The ideal candidate will have excellent communication skills, be able to multitask with ease, and possess a keen eye for detail. They will also be proactive in managing day-to-day operations, ensuring seamless execution of tasks and project milestones.
Responsibilities:
- Manage the CEO's calendar, scheduling meetings and coordinating travel arrangements
- Prepare meeting agendas, take minutes, and ensure timely completion of action items
- Act as a point of contact between the CEO and internal/external stakeholders
- Assist in preparing reports, presentations, and other documents required for internal and external communications
- Maintain detailed project files, including contracts, design concepts, client specifications, meeting notes, and related correspondence
- Ensure accurate documentation of project timelines, milestones, and deadlines, notifying relevant teams of upcoming deadlines or required actions
- Organize and maintain an efficient digital and physical filing system for active and completed projects
- Coordinate with different departments to ensure timely execution of tasks and project milestones
- Prioritize and manage multiple tasks, ensuring deadlines are met without compromising quality or attention to detail
Requirements:
- Bachelor's degree in Business Administration, Interior Design, or a related field (preferred)
- 2-3 years of experience in an executive assistant, office manager, or administrative support role, ideally in the interior design, architecture, or creative industries
- Proven experience in project management or document management systems
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
- Familiarity with project management tools (e.g., Trello, Asana, Monday.com) and document management software
- Strong organizational and multitasking abilities, with excellent attention to detail
- Ability to handle sensitive information with confidentiality and professionalism
- Strong verbal and written communication skills, with the ability to interact confidently with clients, vendors, and team members
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