Senior Executive Assistant (Studio Operations Manager)

Bali Jobs Recruitment by Claire Tomkins


Tanggal: 3 minggu yang lalu
Kota: Ubud, Bali
Jenis kontrak: Penuh waktu
Our client, a boutique architecture firm located in Ubud, is actively seeking an experienced Executive Assistant to lead the non-architectural facets of the architecture studio. This dynamic role involves contributing to the day-to-day operations, with responsibilities including responsibilities in Premises Management, Supplier Coordination, HR support, Financial Tracking, Learning & Development and other administrative tasks to ensure operational efficiency.

Requirements:

  • Bachelor's degree in Business Administration, Accounting and Finance, Office Management, or a related field.
  • Minimum of five years of experience in senior executive support, operations coordination, or administrative leadership within luxury hospitality, private/family office environments, or professional services firms.
  • Strong operational understanding with hands‑on experience supporting high‑level executives and managing cross‑functional workflows.
  • Competence in accounting and finance, including basic reporting, expense oversight, and budget tracking.
  • Proficiency in HR processes such as onboarding, documentation, employee relations coordination, and compliance support.
  • Advanced office administration skills with the ability to streamline procedures, manage confidential information, and support executive‑level decision‑making.
  • Knowledge of office procedures and an understanding of project-based workflows.
  • Demonstrated leadership capability with accountability, maturity, and the ability to guide or coordinate multicultural teams in fast‑paced environments.
  • Excellent command of both spoken and written English.
  • Strong organisational and problem‑solving abilities with a proactive, solutions‑driven mindset.


Responsibilities:

  • Manager covering all day-to-day requirements of a lively and ambitious architectural practice.
  • Ensure optimal operational performance by building efficient processes, and enhancing effective communication and accountabilities.
  • Work closely with the Director to monitor and evaluate operational workflows as well as adjust processes as necessary to enhance performance.
  • Develop and implement standard operational procedures (SOPs) across the non-architectural aspects such as Premises, Suppliers, HR, Finances, Learning, IT and administrative tasks.
  • Point of contact internally and externally managing post and administration mailboxes.
  • Assist with HR tasks such as onboarding new employees, maintaining personnel files, and managing office policies.
  • Employee engagement and support, including new joiner set-up, upholding studio policies and procedures, holiday requests and sick leaves
  • Studio CPD (Continuing Professional Development) and training & learning programme management
  • Proactive ownership of studio trips/activity booking, as well as celebrations and event
  • Handle document control, including contracts, project files, and correspondence.
  • Project team assistance and document management, including document handling and uploading.
  • New business development support, including contact list updating.
  • Manage office supplies and equipment, maintaining appropriate levels and liaising with vendors.
  • Administrative duties such as, filing, stationery, ordering supplies and office organisation.
  • Assist with accounting management and cost control.
  • Manage accounts payable and receivable, payroll, invoicing, and financial record-keeping.
  • Prepare financial statements, reports, and forecasts for management reviews.
  • Ensure compliance with financial regulations, accounting standards, and tax requirements.
  • Analyse costs related to projects, identify areas for improvement, and implement cost-saving measures.
  • Monitor cash flow to ensure the firm has sufficient liquidity to meet its operational needs.

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