Executive Assistant

Our client is a highly regarded interior design studio specialising in luxury residential, hospitality, and bespoke design projects. An exciting opportunity exists for an experienced Executive Assistant to join the team.

Supporting the Director, this role combines high-level executive assistance with studio coordination, project administration, and operational support. The successful candidate will be highly organised, proactive, and confident managing multiple priorities within a fast-paced creative environment.

Roles & Responsibilities

• Provide high-level executive support to the Director, including complex diary, meeting, and appointment management.
• Act as a key point of contact on behalf of the Director, managing internal and external communications professionally.
• Handle confidential information with discretion and professionalism.
• Prepare, coordinate, and issue fee proposals and client engagement documentation.
• Maintain proposal registers and provide reporting on project opportunities and pipeline activity.
• Support project onboarding, contract administration, and project-related documentation.
• Manage timesheet processes and assist with resource planning across projects.
• Prepare invoicing information and coordinate billing requirements with the external accountant.
• Assist with financial reporting, project reconciliations, and administrative finance tasks.
• Ensure accurate record-keeping and timely processing of financial documentation.

Skills & Experience

• 5+ years' experience in an Executive Assistant or Personal Assistant role.
• Previous experience within an interior design studio is essential.
• Strong understanding of design project workflows, fee proposals, project administration, timesheets, invoicing, and consultant coordination.
• Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience preparing fee proposals, client documentation, and supporting business development activities.
• Demonstrated experience in project administration, workflow coordination, resource planning, and team utilisation across multiple projects.
• Experience managing timesheets, invoicing, accounts administration, and liaising with external accountants or finance providers.
• Exceptional communication and stakeholder management skills, with the ability to build strong relationships with clients, consultants, suppliers, and internal teams.

REFERENCE: Emily Lodola #73776

Bespoke Careers is acting as an Employment Agency in relation to this vacancy and is an Equal Opportunities Employer.