Executive & Commercial Assistant

Company Description

Duke Renders specializes in delivering high-quality, photo-realistic 3D renderings for Architects, Interior Designers, Construction Companies, and Real Estate Developers to bring their creative designs to life. With expertise in hyper-realistic 3D visualizations, we aim to enhance marketing impact, boost sales, and attract investments for our clients. Committed to exceptional quality and precision, Duke Renders has become a trusted partner in the industry. Learn more about our services by visiting our website.

Job Brief

We are looking for a highly organized, proactive, and resourceful Executive & Commercial Operations Assistant who can take over a wide range of administrative and operational tasks for the Chief Strategy & Commercial Officer (Mina). Your mission is to free Mina's time so she can focus on strategy, innovation, and growth by managing follow-ups, organization, and execution.

This role supports
all areas of Mina's professional life and, when needed, personal life as well

. Responsibilities may shift depending on priorities, and the ideal candidate is
flexible, adaptable, hungry to learn, and excited to grow with the company

.

This role is not client-facing but is mission-critical internally. The ideal candidate has strong English communication skills, excellent organization, and 3–4 years of assistant experience. Must be available for in-person meetings at Mina's office several times per week.

We value
learning, personal development, and continuous growth

. You must enjoy expanding your skill set, taking on new challenges, and becoming better every month. Reading books (assigned or self-directed) for skill building, mindset development, and growth is an
important part of the role

.

Key Responsibilities
Administrative Support

• Manage Mina's calendar: scheduling, rescheduling, confirming meetings.
• Prepare call agendas, reminders, and follow-ups.
• Manage daily priorities, time blocks, and urgent tasks.
• Maintain and organize digital files and documents.
• Prepare presentations, summaries, and internal documents.
• Support occasional personal or household administrative tasks as needed.
• Take the initiative to learn new tools, systems, or workflows that improve efficiency.

Email & Communication Support

• Draft and send follow-up emails on behalf of Mina and give daily updates.
• Create internal updates, summaries, and written communication.
• Coordinate with internal team members for efficiency.

Sales & Commercial Support

• Prepare proposals, quotes, templates, and invoices.
• Track leads, follow-ups, and pipeline updates in CRM.

Operational Support

• Assist in creating systems, templates, and checklists.
• Track tasks, deadlines, and project progress.
• Assist with research, data entry, and content organization.
• Continuously seek opportunities to streamline operations and improve processes.

In-Person Responsibilities

• Attend meetings in Mina's office several times per week.
• Support tasks that require physical presence and coordination.

Requirements

• 3–4 years in an assistant or administrative role (preferred).
• English reading and writing skills

.
- Must be willing to read assigned books

(personal development, communication, time management, etc.).
- Proficiency with Google Sheets, Docs, Gmail, and general software. Bonus: advanced Google Sheets (formulas, formatting), Photoshop, Canva, CapCut, etc.
- Hours are: Monday-Friday, 9-5 EST
- Highly proactive, organized, and self-driven.
- Excellent communication and consistent reliability.
- Strong prioritization and follow-through.
- Comfortable in a dynamic, evolving role with shifting responsibilities.
- Willing to assist across both professional and personal tasks as needed.
- Strong interest in learning new skills; must be excited about growth and education.
- Must attend in-person meetings regularly and be punctual.

Candidate Qualities

• Natural organizer; creates clarity from chaos.
• Anticipates needs before being asked.
• Thrives on helping leadership operate at a high level.
• Calm under pressure and highly adaptable.
• Efficient, detail-oriented, and great at structuring workflow.
• Communicates updates proactively and consistently.
• Passionate about learning, improving, and developing new skills.
• Enjoys reading books and applying insights to work and personal growth.
• Flexible and open-minded when responsibilities change.