Job Description

Key Responsibilities

Executive Support

• Manage the Project Executive’s calendar, schedule meetings, and coordinate travel arrangements and expense reports.
• Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
• Provide discreet and proactive support to ensure critical tasks and commitments are met.

Event & Meeting Coordination

• Assist in planning and executing internal events such as town halls and VIP visits, in collaboration with Senior Executive Assistants and partner organizations.
• Organize logistics for project-related meetings and site visits, including invitations, materials, and follow-ups.

Document & Records Management

• Maintain organized electronic and physical records, including contracts, drawings, reports, correspondence, and other project documentation.
• Ensure compliance with company policies and audit requirements.

Communication & Stakeholder Engagement

• Act as a key point of contact for internal and external stakeholders.
• Draft, review, and distribute professional communications including emails, memos, and reports.

Reporting & Documentation

• Support the preparation, proofreading, and revision of project status reports, progress updates, and presentations.
• Track project deliverables and milestones, assisting with documentation and submission processes.

General Administrative Support

• Manage office supplies and equipment needs.
• Support onboarding and offboarding activities for internal and external team members.
• Perform other administrative tasks to ensure smooth project delivery.

Qualifications

• Minimum 4 years of experience in an administrative role, ideally within construction or engineering environments.
• Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Visio) and document management systems, with a focus on productivity tools.
• Formal education in Communications or relevant training preferred.
• Strong organizational, communication, and time-management skills.
• Ability to structure and optimize the Project Executive’s calendar and workflow, including recommending task delegation when appropriate.
• High level of discretion and confidentiality in handling sensitive information.
• Situational awareness and ability to anticipate needs and manage expectations.
• Detail-oriented with excellent task prioritization skills.
• Familiarity with construction terminology and large-scale project delivery processes is a plus.

Scope of Work

1. Provide daily administrative support to the Project Executive to ensure efficient office and project operations.
2. Maintain accurate and compliant project records.
3. Facilitate communication among project stakeholders, including contractors, consultants, utility companies, and regulatory authorities.
4. Monitor project milestones and assist with documentation and reporting.
5. Coordinate logistics for meetings, site visits, and special events.
6. Perform additional administrative duties to support successful project execution.

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