Administrative Secretary / Executive Administrative Assistant

Administrative Secretary / Executive Administrative Assistant

• Job Type Full Time , Onsite
• Qualification BA/BSc/HND , OND
• Experience 2 - 4 years
• Location Abuja
• Job Field Administration / Facilities
• Salary Range ₦100,000 - ₦150,000/month

Job Summary

• The Executive Administrative Assistant provides high-level administrative support to the interior design team, ensuring smooth day-to-day office operations. The role involves preparing client quotations, managing schedules and follow-ups, maintaining project and client records, and supporting the business through effective use of digital tools.

Key Responsibilities

• Prepare Quotations

• Prepare accurate client quotations for interior design and decoration services, including furnishings, furniture, soft furnishings, fittings, and installation costs

• Liaise with the design team to confirm specifications, material costs, and project scope before issuing quotations

• Update quotations promptly in response to client revisions or changes in project scope

• Maintain a record of issued quotations and track their approval status

• Digital Administration

• Manage digital correspondence, documentation, and office workflows

• Maintain and update digital records, shared drives, and client/project files

• Support the digitization and proper storage of physical and electronic documents, including design proposals, invoices, and contracts

• MS Office & Google Workspace

• Demonstrate strong proficiency in MS Word, Excel, PowerPoint, and Outlook

• Use Google Workspace tools (Docs, Sheets, Drive, Calendar, Gmail) effectively for daily administrative tasks

• Prepare spreadsheets for cost tracking, client presentations, and project documentation

• Manage Schedules & Follow-Ups

• Manage executive and design team calendars, client meetings, and site visit schedules

• Coordinate and track follow-ups on pending quotations, client approvals, supplier orders, and project deadlines

• Send timely reminders to ensure project timelines and client commitments are met

• Organise Records & Filing

• Organize and maintain physical and digital filing systems for client files, project documentation, supplier records, and contracts

• Ensure records are accurately labeled, up to date, and easily retrievable

• Maintain confidentiality of client information and project details

• General Administrative Support

• Provide administrative support to the design and management team as needed

• Handle incoming calls, client inquiries, and visitor coordination

• Assist with preparing client presentations, mood boards documentation, and meeting materials

• Support coordination with vendors, suppliers, and contractors as required

Requirements

• OND/HND/BSc in Business Administration or related field]

• Experience in an administrative or secretarial role; experience in interior design, real estate, or a related industry is an advantage

• Proficiency in MS Office and Google Workspace

• Strong organizational and multitasking skills

• Excellent written and verbal communication skills

• High level of accuracy and attention to detail, particularly in preparing quotations

• Ability to maintain confidentiality and professionalism

• Key Competencies

• Time management and reliability

• Problem-solving and resourcefulness

• Strong interpersonal and client-facing skills

• Ability to work independently and collaboratively with the design team

• Check how your CV matches this job