Executive Assistant (Administration)

Job Description

We are seeking a highly organized and detail-oriented Executive Assistant (Administration) to provide high-level administrative and operational support. This role is heavily administrative, with a strong emphasis on contract drafting, client communication, documentation management and executive support.

Key Responsibilities

• Manage the Creative Director’s calendar, meetings and travel logistics
• Prepare meeting agendas, minutes and track follow-ups
• Screen and manage communication (emails, calls, correspondence)
• Screen and manage calls, emails and correspondence
• Draft and review contracts, proposals and service agreements
• Track contract approvals, renewals, and compliance
• Maintain accurate, well-organized filing systems (digital & physical)
• Support project administration and monitor timelines
• Prepare reports, invoices and internal documentation
• Liaise with internal teams and external stakeholders to ensure smooth execution
• Oversee office administration and supplies
• Maintain strict confidentiality of company and client information
• Support presentations, events and business development initiatives

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Management, Communications, Law, or related field
• Minimum 3+ years’ experience in an Administrative/Executive Assistant role
• Demonstrated experience in contract drafting and professional documentation
• Experience in a creative, design, construction or architecture environment is an added advantage

Competencies & Skills

• Strong business writing and contract drafting skills
• Excellent communication and interpersonal skills
• High attention to detail and organizational excellence
• Strong multitasking and time management ability
• Proficiency in Microsoft Office and Google Workspace
• Strong coordination, stakeholder management, and problem-solving skills
• High integrity and ability to handle confidential information