About the Studio

We are a well-established, design-led architecture and landscape design practice based in New Delhi, with over 15 years of experience and a close-knit team of 7–10 architects and designers. Our work spans architecture and landscape projects of varied scale. As we grow, we are looking for a sharp, well-organised Executive Assistant to work directly with the Founder and keep the studio running smoothly.

About the Role

This is a hands-on, high-trust role. You will be the Founder's right hand: managing their time and communication, writing on their behalf, keeping the team on track and making sure the office runs like clockwork. Your work will free the Founder to focus on design and clients.

If you write well, love organising things, are quick with Excel and Google Sheets, and use AI tools to work smarter, we would like to hear from you.

Key Responsibilities1. Founder support and communication

- Manage the Founder's calendar, meetings, site visits and client appointments.

- Screen emails, calls and WhatsApp messages; reply on the Founder's behalf where appropriate.

- Prepare meeting briefs, take minutes and follow up on action points until they are closed.

- Book travel, hotels and local arrangements, and prepare clear itineraries.

2. Business writing and documentation

- Draft professional letters, emails, circulars, office notices and client correspondence in explicit, fluent English.

- Prepare minutes of meetings, project updates, cover letters and formal communication to clients, consultants, vendors and authorities.

- Use AI tools (ChatGPT, Gemini, Copilot or similar) to draft, summarise, proofread and speed up routine writing, while checking every output for accuracy and tone.

- Maintain templates for commonly used letters, formats and reports.

3. Studio operations and team coordination

- Be the first point of contact for the team and keep the office running in the Founder's absence.

- Follow up with team members on deadlines, drawings, submissions and pending tasks.

- Track attendance, leave and office timings, and make sure office policies are followed.

- Manage office supplies, housekeeping, IT equipment, software subscriptions, AMC and maintenance vendors.

- Escalate only what needs the Founder's attention.

4. Reports, trackers and MIS

- Build and maintain trackers in Excel and Google Sheets for tasks, project status, attendance, leave, approvals and client follow-ups.





- Prepare monthly staff performance reports based on attendance, deadlines met, task completion and agreed goals, for the Founder's review.

- Send the Founder a short weekly update on team progress, pending items and upcoming deadlines.

- Use Google Forms, shared drives and simple dashboards so information is always up to date and easy to find.

5. Client and vendor coordination

- Act as a polite, professional point of contact for clients, consultants, contractors and vendors on routine matters.

- Track pending approvals, drawings and decisions, and send timely reminders.

- Keep client files, contracts, correspondence and project records organised (physical and digital).

- Prepare invoices and payment reminders in the studio's formats as instructed, and keep bills and receipts filed for the accountant.

6. Office systems and presentations

- Prepare clean, professional presentations, company profiles and proposal documents (PowerPoint, Google Slides or Canva).

- Help keep the studio's portfolio, website content and social media calendar up to date.

- Document how things are done in the office so work runs smoothly and does not depend on any one person.

- Suggest tools and small improvements that save time for the Founder and the team.

What We Are Looking ForMust have

- Graduate in any discipline (BBA, B.Com, BA, BMS or similar); a postgraduate qualification is a plus.

- 2–5 years of experience as an Executive Assistant, Personal Assistant, Office Administrator or Office Manager.

- Excellent written and spoken English. You should be able to draft a formal letter or email without help. Working knowledge of Hindi and the local language is preferred.

- Strong Excel and Google Sheets skills: formulas (SUMIF, VLOOKUP/XLOOKUP, COUNTIF), filters, pivot tables, conditional formatting and shared trackers.

- Comfortable using AI tools such as ChatGPT, Gemini or Microsoft Copilot for drafting, research and summarising.

- Good with Google Workspace (Gmail, Calendar, Drive, Docs, Forms) and MS Office.

- Highly organised,



with a strong habit of following up until things get done.

- Confident, polite and firm with clients, vendors and team members.

- Complete discretion with confidential information.

Good to have

- Experience in an architecture, landscape, interior design, engineering, real estate or consulting firm.

- Basic understanding of project stages, drawings, consultants and site coordination.

- Experience with Canva and project management tools such as Notion, Trello, Asana or ClickUp.

Personal qualities

- Ownership: treats the office's problems as their own and solves them early.

- Initiative: sees what needs doing without waiting to be told.

- Calm under pressure: handles tight deadlines and difficult conversations steadily.

- Reliable: does what they say, and flags problems early.

- Good with people: firm without being rude, and respected by the team.

What Success Looks Like

- The Founder spends far less time on admin and more time on design and clients.

- Letters, minutes and reports go out on time, well written and error-free.

- Team deadlines are tracked, and the weekly update and monthly performance reports arrive on schedule.

- The office runs smoothly when the Founder is away, with no urgent calls for routine matters.

What We Offer

- A position of trust, working directly with the Founder of an established design practice.

- Exposure to how architecture and landscape projects are run, from concept to site.

- A small, friendly and creative team.

- Clear growth path to Office Manager or Studio Operations Lead.

- Salary based on experience, starting from ₹30,000/- per month onwards, plus [paid leave, PF, festival bonus, other benefits].

How to Apply

Send your updated CV with a short cover note (half a page or less) explaining why you are a good fit for this role. Please mention your current CTC, expected CTC and notice period.

Shortlisted candidates will complete a short practical task, such as drafting a formal letter, building a simple tracker in Google Sheets, and planning a busy day's schedule, followed by an interview.

Key skills: Executive Assistant, Personal Assistant, Business Writing, Letter Drafting, MS Excel, Google Sheets, Google Workspace, MIS Reporting, Calendar Management, Office Administration, AI Tools, ChatGPT, Coordination

Benefits:

- Cell phone reimbursement
- Flexible schedule
- Leave encashment
- Paid sick time
- Paid time off

Work Location: In person

📌 Executive Assistant to Founder – Architecture & Landscape Design Practice, New Delhi (India)
🏢 Setu Design Studio
📍 India