Executive Secretary

This role provides high-level administrative and organizational support, ensuring the smooth execution of daily operations, project coordination, and communication. This role demands exceptional multitasking skills, discretion, and the ability to work in a dynamic, creative environment.

Responsibilities:

• Manage and maintain the Head of Design calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as the first point of contact for all internal and external communications, handling correspondence with professionalism and discretion.
• Prepare, organize, and manage meeting agendas, minutes, and follow-ups.
• Serve as a liaison between the Head of Design and internal/external teams, ensuring seamless communication.
• Facilitate cross-department collaboration by organizing meetings and ensuring alignment on project objectives.
• Screen and prioritize communications to ensure the Head’s time is optimized.
• Maintain a task management system to track action items, deliverables, and priorities.
• Support event planning and coordination, including workshops, team retreats, or client presentations.
• Conduct research, prepare reports, and present findings as required.
• Handle sensitive information with confidentiality and integrity.
• Perform personal errands and ad hoc tasks to support the Head of Design's professional and personal responsibilities.

Requirements:

• Bachelor’s degree in business administration, or a related field.
• Proven experience in a similar role (experience in design services business is a plus).
• Strong organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in office tools such as Microsoft Office Suite.
• Knowledge of design processes and terminology.
• High level of professionalism, discretion, and confidentiality.