job description
Denniston, a leading architecture and interior design consultancy, is seeking a highly organized and detail-oriented Project Secretary to join our dynamic team in Bali. This role is perfect for a proactive professional who thrives in a fast-paced, creative environment and excels in administrative support for high-profile design projects.
As a Project Secretary, you will play a pivotal role in ensuring seamless project execution by managing documentation, coordinating communications, and maintaining meticulous records. Your ability to anticipate needs, prioritize tasks, and maintain confidentiality will be key to supporting our design teams and clients effectively.
Based in the vibrant and inspiring setting of Canggu, Bali, this position offers the opportunity to work with a talented, international team on cutting-edge architectural and interior design projects. If you are passionate about organization, have a keen eye for detail, and enjoy contributing to creative endeavors, we invite you to apply.
Responsibility
- Manage and organize project documentation, including contracts, drawings, and correspondence, ensuring accuracy and accessibility.
- Coordinate meetings, appointments, and travel arrangements for project teams and stakeholders.
- Prepare and distribute meeting minutes, reports, and presentations with a high degree of professionalism.
- Liaise with clients, vendors, and internal teams to facilitate smooth communication and project workflows.
- Maintain and update project tracking systems, databases, and filing systems (digital and physical).
- Handle confidential information with discretion and integrity.
- Assist in the preparation of proposals, invoices, and other administrative documents.
- Monitor project deadlines and follow up on pending tasks to ensure timely completion.
Qualifications
- Minimum 3 years of experience as a Secretary, Administrative Assistant, or in a similar role, preferably in architecture, design, or construction.
- Exceptional organizational and time-management skills, with the ability to multitask in a fast-paced environment.
- Strong written and verbal communication skills in English; proficiency in additional languages is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools (e.g., Asana, Trello).
- High attention to detail and problem-solving abilities.
- Ability to work independently and collaboratively in a team-oriented setting.
- Experience with document management systems and basic graphic design tools (e.g., Adobe Suite) is advantageous.
- Familiarity with architectural or design terminology is a strong asset.