Administrative Secretary / Executive Administrative Assistant

Job Summary

• The Executive Administrative Assistant provides high-level administrative support to the interior design team, ensuring smooth day-to-day office operations. The role involves preparing client quotations, managing schedules and follow-ups, maintaining project and client records, and supporting the business through effective use of digital tools.

Key Responsibilities

Prepare Quotations

• Prepare accurate client quotations for interior design and decoration services, including furnishings, furniture, soft furnishings, fittings, and installation costs
• Liaise with the design team to confirm specifications, material costs, and project scope before issuing quotations
• Update quotations promptly in response to client revisions or changes in project scope
• Maintain a record of issued quotations and track their approval status

Digital Administration

• Manage digital correspondence, documentation, and office workflows
• Maintain and update digital records, shared drives, and client/project files
• Support the digitization and proper storage of physical and electronic documents, including design proposals, invoices, and contracts

MS Office & Google Workspace

• Demonstrate strong proficiency in MS Word, Excel, PowerPoint, and Outlook
• Use Google Workspace tools Docs, Sheets, Drive, Calendar, Gmail effectively for daily administrative tasks
• Prepare spreadsheets for cost tracking, client presentations, and project documentation

Manage Schedules & Follow-Ups

• Manage executive and design team calendars, client meetings, and site visit schedules
• Coordinate and track follow-ups on pending quotations, client approvals, supplier orders, and project deadlines
• Send timely reminders to ensure project timelines and client commitments are met

Organise Records & Filing

• Organize and maintain physical and digital filing systems for client files, project documentation, supplier records, and contracts
• Ensure records are accurately labeled, up to date, and easily retrievable
• Maintain confidentiality of client information and project details

General Administrative Support

• Provide administrative support to the design and management team as needed
• Handle incoming calls, client inquiries, and visitor coordination
• Assist with preparing client presentations, mood boards documentation, and meeting materials
• Support coordination with vendors, suppliers, and contractors as required

Requirements

• OND/HND/BSc in Business Administration or related field]
• Experience in an administrative or secretarial role; experience in interior design, real estate, or a related industry is an advantage
• Proficiency in MS Office and Google Workspace
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail, particularly in preparing quotations
• Ability to maintain confidentiality and professionalism

Key Competencies

• Time management and reliability
• Problem-solving and resourcefulness
• Strong interpersonal and client-facing skills
• Ability to work independently and collaboratively with the design team

Method of Application

Interested and qualified candidates should forward their CV to: bsxquizitewholesale@gmail.com using the position as subject of email.