Executive Partner, Project & Business Assistant to the Principal Architect

Position Overview

The position is designed for a highly organized, disciplined, resourceful, and trustworthy individual who is committed to becoming an integral part of the Executive Office and contributing directly to the success of Artalenta's architecture, interior design, and design-build business.

The successful candidate will act as an extension of the Principal Architect, helping coordinate people, projects, systems, information, opportunities, and daily priorities.

Mission

To maximize the effectiveness, productivity, organization, and business growth of the Principal Architect and Artalenta Asia through exceptional execution, coordination, communication, and follow-through.

Key Value of This Position

The successful candidate should be an exposure to:

• Luxury residential and hospitality developments.

• International design and construction standards.

• Direct mentorship similar mindset from the Principal Architect.

• Has good connection with High-level client and knowledge for business development

• Business development and negotiation processes.

• Project management and executive decision-making.

• International suppliers, consultants, and manufacturers.

• Architecture, interior design, construction, procurement, and property development sectors.

This role offers accelerated professional growth beyond a traditional administrative position.



Contribution & Commitment Expectations

This role requires more than attendance.

The position demands:

Ownership

Taking responsibility for outcomes, not merely tasks.

Initiative

Identifying problems before they become issues.

Reliability

Being dependable and consistent under pressure.

Professionalism

Representing Artalenta and the Principal Architect with integrity.

Confidentiality

Handling sensitive information with discretion.

Adaptability

Being flexible in a fast-moving project environment.




Core Responsibilities

1. Executive Office Management

Responsibilities

• Manage the Principal Architect's calendar and priorities.

• Coordinate meetings, appointments, travel, and schedules.

• Organize business and personal commitments.

• Prepare executive reports and summaries.

• Track action items and ensure completion.

Deliverables

• Well-managed executive calendar.

• No missed appointments or critical deadlines.

• Weekly executive action tracker.

2. Project Coordination & Administration

Responsibilities

• Monitor project timelines and milestones.

• Follow up with architects, consultants, suppliers, and contractors.

• Organize project documentation and submissions.

• Maintain project trackers and progress reports.

• Coordinate meetings and prepare minutes.

Deliverables

• Updated project tracking system.

• Weekly project status reports.

• Organized digital project library.

3. Business Development Support

Responsibilities

• Assist in preparing proposals and presentations.

• Coordinate marketing materials and business opportunities.

• Follow up with prospective clients and partners.

• Assist with networking events and business meetings.

• Support strategic initiatives and company expansion.

Deliverables

• Proposal preparation support.

• Lead and opportunity tracking.

• Business meeting summaries and follow-ups.

4. Client & Supplier Relations

Responsibilities

• Coordinate communication with clients and suppliers.

• Schedule meetings and site visits.

• Follow up on quotations, samples, deliveries, and approvals.

• Maintain professional communication standards.

Deliverables

• Timely communication responses.

• Organized supplier and client database.

• Clear documentation of discussions and decisions.

5. Office Administration & Systems

Responsibilities

• Maintain filing systems and records.

• Organize contracts, agreements, and legal documents.

• Improve office procedures and workflows.

• Assist with HR administration and recruitment coordination.

Deliverables

• Organized office filing system.

• Updated company records.

• Administrative SOP implementation.
  
  
  
  
  Required Sacrifice

This position is intended for individuals who seek exceptional growth and exposure.

Candidates should understand that:

• Executing opportunities often come with additional responsibility.

• Deadlines may occasionally require extended effort.

• Business travel may be required.

• Project demands may require flexibility beyond normal office hours.

• Success requires discipline, responsiveness, and commitment.

The role is designed for individuals who are willing to invest in their professional development and contribute meaningfully to the organization's success.



Success Indicators

The Executive Partner is successful when:

Executive Efficiency

• The Principal Architect operates with greater focus and productivity.

• Priorities are organized and executed effectively.

Project Performance

• Projects remain organized and on schedule.

• Critical issues are identified and addressed early.

Business Growth

• Opportunities are tracked and followed up.

• Client relationships are professionally maintained.

Office Excellence

• Systems are organized and scalable.

• Information is accessible and accurate.

Team Support

• Internal and external stakeholders receive timely assistance.

• Communication remains professional and efficient.
  
  
  
  
  Ideal Candidate Profile

Technical Skills

• Microsoft Office Suite

• Google Workspace

• Project tracking systems

• Presentation preparation

• Business correspondence

Personal Qualities

• Highly organized

• Detail-oriented

• Fast learner

• Strong communicator

• Proactive

• Resourceful

• Positive attitude

• Trustworthy and loyal

• Solution-oriented
  
  
  
  
  Performance Deliverables (First 90 Days)

First 30 Days

• Understand Artalenta systems and projects.

• Organize executive calendar and filing structure.

• Establish reporting templates.

First 60 Days

• Manage project trackers independently.

• Coordinate client and supplier communications.

• Produce weekly executive PROJECT & BUSINESS reports.

First 90 Days

• Become a trusted extension of the Principal Architect.

• Manage daily coordination with minimal supervision.

• Improve at least three operational systems within the company.