Reports To:
CEO / Founder / Managing Director
Role Overview
We are looking for a dynamic and highly organizedExecutive Assistant cum Project Managerto support leadership while driving retail expansion and store development projects. This role combines strategic executive support with hands-on project management of new store construction, fit-outs, and operational launches.
The ideal candidate will act as a trusted partner to the leadership team and ensure seamless coordination across internal departments, vendors, contractors, and stakeholders to deliver stores on time and within budget.
Key Responsibilities
A. Executive Assistant to Leadership
- Coordinate and schedule meetings, appointments, and events for the team.
- Serve as the main point of contact for internal and external stakeholders.
- Follow up on pending tasks, ensuring deadlines are met and issues are resolved in a timely manner.
- Handle inquiries and resolve administrative and office-related issues with patience and professionalism.
- Comfortable to travel to the government department if needed.
- Excellent communication & interpersonal skills is required
- Good knowledge of MS. Excel is required.
B. Project Management Retail Expansion & Store Development
1. Store Construction & Fit-Out Management
- Oversee end-to-end construction and interior fit-out of all new retail stores.
- Coordinate with architects, designers, contractors, vendors, mall management, and landlords.
- Manage BOQs, cost estimates, and project budgets.
- Ensure adherence to brand guidelines, layouts, and quality standards.
- Monitor on-site progress through regular visits and review meetings.
- Track project timelines to ensure timely store openings.
- Identify and resolve site-level issues, delays, and vendor bottlenecks.
- Ensure compliance with statutory approvals, safety standards, and regulatory requirements.
- Coordinate final snag list closure and smooth handover to operations team.
2. Vendor & Stakeholder Management
- Negotiate with contractors and vendors for cost efficiency.
- Track vendor payments and invoice approvals in coordination with Finance.
- Maintain strong relationships with landlords and mall authorities.
- Ensure contractual obligations and SLAs are met.
Required Qualifications
- Bachelor's degree in Business Administration, Management, Civil Engineering, Architecture, or related field.
- 2-5 years of experience in retail expansion, construction coordination, or project management.
- Experience managing multi-location retail store rollouts.
- Strong understanding of construction timelines, BOQs, and vendor management.
- Excellent coordination and stakeholder management skills.
- High proficiency in MS Office / Google Workspace (Excel expertise preferred).
- Willingness to travel for site visits.
Key Competencies
- Strong execution mindset
- High ownership & accountability
- Attention to detail
- Cost control orientation
- Problem-solving ability
- Strong follow-through
- Ability to handle multiple store projects simultaneously
KPIs / Success Metrics
- On-time store launches
- Adherence to construction budgets
- Vendor performance and cost efficiency
- Smooth handover to operations
- Effective executive support & priority management
