Job Description

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

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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.

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Roles & Responsibilities

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



and administrative finance tasks.
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- Ensure accurate record-keeping and timely processing of financial documentation.
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Skills & Experience

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- 5+ years' experience in an Executive Assistant or Personal Assistant role.
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- Previous experience within an interior design studio is essential.
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- Strong understanding of design project workflows, fee proposals, project administration, timesheets, invoicing, and consultant coordination.
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- Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
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- Experience preparing fee proposals, client documentation, and supporting business development activities.
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- Demonstrated experience in project administration, workflow coordination, resource planning, and team utilisation across multiple projects.
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- Experience managing timesheets, invoicing, accounts administration, and liaising with external accountants or finance providers.
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- Exceptional communication and stakeholder management skills, with the ability to build strong relationships with clients, consultants, suppliers, and internal teams.
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REFERENCE: Emily Lodola #73776

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

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📌 Executive Assistant (New South Wales)
🏢 Bespoke Careers
📍 New South Wales