Executive Assistant (Administration)

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