Executive Assistant (With Knowledge in Interior Design)

Lewis Personnel Management; Makati; Hybrid; PHP 508.000 - 608.000; Vollzeit

Zusammenfassung

Lewis Personnel Management is seeking an Executive Assistant / Executive Secretary to support the Principal with administrative tasks, calendar management, and coordination across departments. Knowledge in interior design or related industries is preferred, along with strong communication and organizational skills.

The role requires a hybrid arrangement based in Makati City, with Monday–Friday hours and occasional site visits or meetings.

Qualifikationen

• Bachelor’s degree in a related field.
• 3–5 years of experience as an Executive Assistant/Secretary or in similar roles.
• Preferably with interior design/architecture/related industry exposure.
• Strong organizational, communication, and multitasking abilities.
• Ability to work in a hybrid Makati City environment.
• Discretion, professionalism, and confidentiality are essential.
• Proactive, resourceful, and capable of coordinating with senior management.

Aufgaben

• Provide high-level executive and administrative support to the Principal.
• Manage calendar, travel, meetings, and daily priorities.
• Coordinate with internal teams and external stakeholders; assist in projects.
• Prepare reports, agendas, minutes, and executive documentation.
• Support operations and streamline day-to-day processes in interior design-related projects.

Kenntnisse

3-5 years experience

Executive support

Interior design knowledge

Strong organizational skills

Communication skills

Hybrid work in Makati

Ausbildung

Bachelor's Degree in Business Administration/Management/Communications/Office Administration

Tools

Google Workspace

Smartsheet

AI productivity tools (ChatGPT, Gemini, Claude)

Jobbeschreibung

EXECUTIVE ASSISTANT / EXECUTIVE SECRETARY (Must Have Professional Experience/Knowledge in Interior Design)

Department: Executive Office / Administration
Reports To: Principal
Employment Type: Full-Time
Compensation: Minimum ₱50,000+ (Negotiable for highly qualified candidates)
Work Arrangement: Hybrid | Makati City
Working Hours: Monday-Friday | 8:00 AM-6:00 PM

Position Summary

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant / Executive Secretary to provide high-level executive and administrative support to the Principal.

The ideal candidate will have a strong background in executive assistance, excellent communication and coordination skills, and preferably some knowledge or professional experience in the interior design, architecture, construction, fit-out, furniture, or related industries.

This role goes beyond traditional administrative support. The successful candidate will serve as a trusted partner to the Principal, helping manage executive priorities, coordinate business operations, oversee follow-through on projects, and communicate effectively with internal teams and external stakeholders.

We are looking for someone who is resourceful, technology-driven, highly adaptable, and capable of anticipating business needs while handling multiple priorities with minimal supervision.

Key Responsibilities

1. Executive & Administrative Support

• Manage the Principal's calendar, appointments, meetings, travel arrangements, and daily priorities.

• Screen and coordinate emails, calls, correspondence, and other executive communications.

• Prepare reports, presentations, meeting agendas, minutes, and executive documentation.

• Organize meetings, appointments, site visits, and other executive engagements.

• Maintain confidential records, contracts, files, and important business documents.

2. Operations & Project Coordination

• Coordinate projects, action items, and operational priorities across departments and business units.

• Monitor deadlines, deliverables, and ongoing tasks to ensure timely completion.

• Coordinate with internal teams, contractors, consultants, clients, suppliers, brokers, and other external stakeholders.

• Assist in business development initiatives, research, and special projects.

• Follow up on outstanding matters and ensure that decisions and instructions from the Principal are properly implemented.

• Support operational improvements and help streamline day-to-day business processes.

3. Industry & Business Coordination

• Assist in coordinating business activities related to interior design, construction, fit-out, and other company-managed projects.

• Liaise with project teams, designers, suppliers, contractors, and other industry stakeholders as needed.

• Help organize project documentation, schedules, reports, and other operational requirements.

• Conduct research and provide administrative support for business initiatives and company projects.

4. Documentation & Technology

• Prepare operational reports, trackers, presentations, and dashboards using Google Workspace and Smartsheet.

• Maintain organized cloud-based documentation and file management systems.

• Utilize AI productivity tools such as ChatGPT, Gemini, Claude, or equivalent to improve efficiency.

• Handle other administrative and executive support responsibilities as reasonably assigned.

5. Leadership & Stakeholder Coordination

• Serve as the primary point of coordination between the Principal and internal or external stakeholders.

• Exercise professionalism, discretion, and sound judgment when representing the Principal and the Company.

• Identify potential operational concerns and recommend practical solutions.

• Take ownership of assigned tasks and ensure consistent follow-through with minimal supervision.

Qualifications & Requirements

• Bachelor's Degree in Business Administration, Management, Communications, Office Administration, or a related field.

• At least 3-5 years of experience as an Executive Assistant, Executive Secretary, Personal Assistant, Office Manager, or in a similar executive support position.

• Preferably with industry exposure or working knowledge of interior design, architecture, construction, fit-out, furniture, or property development.

• Strong organizational, communication, coordination, and problem-solving skills.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities and work independently in a fast-paced environment.

• High level of professionalism, integrity, discretion, and confidentiality.

• Proactive, resourceful, and comfortable working directly with senior management or business owners.

• Must be willing to work on a hybrid arrangement based in Makati City, including reporting to the office, company-managed sites, and external meetings when required.

• Applicants residing in Makati or nearby areas are strongly preferred.

• Must be available to start immediately or within a short notice period.

Technical Competencies

• Google Workspace (Gmail, Docs, Sheets, Slides, Calendar, Drive)

• Microsoft Office (Word, Excel, PowerPoint)

• Smartsheet

• Cloud-based document management systems

• AI productivity tools (ChatGPT, Gemini, Claude, or equivalent)

• Project coordination and task management tools

Ideal Candidate

The ideal candidate is someone who can work closely with a hands-on Principal and take ownership of executive and operational responsibilities.

Beyond administrative experience, we highly value candidates who understand the working environment of an interior design or related business, particularly those familiar with coordinating projects, suppliers, contractors, designers, and other stakeholders.

The successful candidate should be:

• Highly organized and detail-oriented.

• Proactive and capable of anticipating the Principal's needs.

• Confident in communicating with different levels of stakeholders.

• Tech-savvy and comfortable using digital and AI-powered productivity tools.

• Adaptable when schedules and business priorities change.

• Trustworthy and capable of handling confidential business matters.

Compensation & Work Arrangement

• Salary: ₱50,000 and above, depending on experience, qualifications, industry exposure, and communication skills.

• Full-time employment.

• Hybrid work arrangement based in Makati City.

• Monday-Friday, 8:00 AM-6:00 PM.

• Occasional reporting to company-managed sites and external meetings as required.

Qualified candidates may be invited to undergo a paid two-week assessment period as part of the hiring process prior to a regular employment offer.