Design Consulting | Architecture & Restoration | Turnkey Design & Build
JOB DESCRIPTION
Executive Assistant - Design Arm
Mumbai
Role Executive Assistant - Design Arm
Reporting To Leadership Team
Location Mumbai (On-site)
Team Design Arm - all three verticals
Qualification MBA (required)
Experience 0-3 years (fresh MBAs welcome)
Employment Full-time
A Mumbai-based design and architecture practice built on a foundation of integrity,
humility, craft, and responsibility. Across three service verticals - Design Consulting, Architecture &
Restoration, and Turnkey Design & Build - we create considered spaces for residential, commercial, and
heritage clients. Our work is led by deeply technical principals who take immense pride in the quality of
what they design and deliver.
We are now at an inflection point. As the studio grows and our client portfolio expands, the need for a
sharp, business-oriented mind to hold the non-technical threads together has become clear. This role is
being created with intent - to free our design leadership from the weight of coordination, communication,
and business operations so they can focus entirely on what they do best.
ABOUT THE ROLE
We are looking for a proactive, organised, and commercially minded Executive Assistant to work directly
with the Leadership Team and operate across our Design Arm. This is not a conventional EA or admin
role. It is a studio-wide coordination role that bridges the gap between our technical design teams and the
business world outside - clients, vendors, finance, timelines, and leadership decisions.
The right candidate will be as comfortable drafting a client communication on behalf of the Leadership as
they are building a tracker in Excel, sitting in on a site review meeting, or chasing a pending approval
that's holding up a project. You will earn trust quickly and operate with discretion.
KEY RESPONSIBILITIES
1. Studio-Wide Coordination
- Serve as the central coordination point across all three verticals - Design Consulting, Architecture
& Restoration, and Turnkey Design & Build
- Track the status of ongoing projects, flag delays, pending approvals, and bottlenecks to the
Chairman on a regular basis
- Maintain master trackers and dashboards (in Excel or equivalent) for project milestones, billing
stages, and team deliverables
- Ensure the design team's SOPs, checklists, and process documents are followed and kept current
across all active engagements
- Identify gaps in process and proactively suggest solutions - this is a role that builds the connective
tissue of the studio
2. Client Communication & Follow-Up
- Manage client-facing communication - follow-ups, meeting scheduling, status updates, and
documentation
- Attend client briefings and meetings where required; prepare pre-meeting notes and post-meeting
minutes and action items
- Ensure no client commitment, query, or deliverable falls through the cracks - own the followthrough
- Maintain communication logs across active projects so the Leadership is always briefed before any
client interaction
- Draft professional correspondence - letters, emails, proposals, presentations - aligned to our
voice and standards
3. Senior Leadership Support
- Prepare briefing documents, management reports, and meeting packs for leadership reviews
- Act as the first point of contact for internal and external stakeholders reaching out to the
Leadership
- Anticipate leadership needs and proactively address issues before they escalate
- Handle sensitive information with complete confidentiality
4. Business & Financial Coordination
- Liaise with the Finance team to track billing milestones, outstanding invoices, and payment followups linked to project stages
- Coordinate with vendors and contractors on procurement, timelines, and documentation -
particularly for the Turnkey vertical
- Support fee proposal preparation, contract documentation, and project onboarding administration
- Maintain a clear view of where each project stands commercially, and escalate risks to the
Chairman in a timely manner
5. Process & Operations
- Set up and manage systems for meeting notes, project status tracking, approval workflows, and
inter-team communication
- Ensure the operational backbone of the studio runs smoothly - from office procurement to
scheduling to vendor relationships
- Work with HR on internal coordination activities as needed
- Gradually take ownership of process improvement initiatives across the studio
WHO WE ARE LOOKING FOR
Qualifications
- MBA from a recognized institution
- 0-3 years of post-MBA work experience (exceptional fresh MBAs are encouraged to apply)
- Proficiency in MS Office -Excel, Word, PowerPoint
- Prior exposure to design, architecture, real estate, consulting, or creative services sectors is an
advantage but not mandatory
Mindset & Character
- You are an ownership-taker, not a task-doer - you spot problems before being told and fix them
before they escalate
- You are deeply organized without being rigid - you can hold multiple moving parts in your head
while keeping the details under control
- You communicate with clarity and confidence - in writing and in person - and can adjust your
register for a client meeting or a team WhatsApp equally well
- You are genuinely curious about design, business, and how creative organizations work
- You are hungry to learn - you will encounter architecture terminology, design processes, vendor
ecosystems, and client dynamics you may not know yet, and that should excite you
- You are comfortable working closely with strong, opinionated technical professionals and earning
their trust through competence and consistency
- You understand that this role carries real responsibility - not just task management - and you take
that seriously.
0 - 3 Years
1 Openings
3.0 - 4.8 Lac/Yr
Face-to-Face interview
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