Executive Secretary

About the Company
SANVI BUSINESS SOLUTIONS – "Our Innovation Your Edge" – is proud to partner with a leading architect firm dedicated to delivering exceptional design and architectural excellence. We are seeking an experienced and highly organized Executive Secretary to provide top-level administrative support and be the organized force behind great architecture.

Job Summary
The Executive Secretary will provide comprehensive administrative and executive support to senior leadership, ensuring the smooth and efficient operation of the office. This role requires a professional with exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced architectural environment.

Key Responsibilities

• Schedule Management: Manage and coordinate complex schedules, meetings, and appointments for senior executives.
• Correspondence: Handle all official correspondence, including emails, letters, and phone communications, with professionalism and timeliness.
• Stakeholder Coordination: Liaise and coordinate effectively with internal teams, external stakeholders, clients, and business partners.
• Confidentiality: Maintain and protect confidential information with the highest level of discretion and integrity.
• Administrative Operations: Support day-to-day administrative operations, including document preparation, filing, and office management.
• Meeting Support: Prepare agendas, take minutes, and follow up on action items from meetings.
• Travel Arrangements: Organize travel itineraries, accommodations, and logistics for executives as required.
• Document Management: Maintain organized filing systems (physical and digital) for easy retrieval of documents and records.
• Project Support: Assist in coordinating architectural project documentation and client communications as needed.

Qualifications & Experience

Experience:

• Minimum of 10+ years of experience in an executive secretarial, administrative, or similar role.
• Proven experience supporting senior-level executives in a professional services or corporate environment.

Skills & Competencies:

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Strong interpersonal skills and professional demeanor.
• Detail-oriented with a proactive approach to problem-solving.
• Ability to work independently and manage multiple priorities.

Preferred:

• Experience in the architecture, construction, or design industry is an advantage.
• Familiarity with project management tools and document management systems.

Personal Attributes

• Professional, polished, and presentable.
• Reliable, punctual, and committed to excellence.
• Adaptable and able to thrive in a dynamic environment.
• A calm and composed approach to handling pressure and deadlines.