Executive Assistant-Design arm

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 follow\-through

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 BRIC's 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 follow\-ups 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

Pay: ₹20,000\.00 \- ₹40,000\.00 per month

Benefits

• Provident Fund

Application Question(s)

• Any prior exposure to architectural/ infrastructure design domain based company?

Education

• Master's (Required)

Location

• Fort, Mumbai, Maharashtra (Preferred)

Willingness to travel

• 25% (Required)

Work Location: In person