Executive Assistant / Project co-ordinator

Role & responsibilities

• Calendar Management: Organize and maintain the calendar, including scheduling meetings, appointments, and travel arrangements, ensuring time is optimized and commitments are met.
• Communication:Screen calls, emails, and other communications; prioritize urgent matters and follow up on delegated tasks as necessary.
• Meeting Coordination:Organize and prepare materials for meetings, including agendas, presentations, and reports. Take notes and ensure follow-up on action items.
• Travel Management: Coordinate and book all travel arrangements (flights, hotels, transportation) and for other executives, ensuring cost-efficiency and smooth travel experiences.
• Document Preparation and Management: Draft and edit correspondence, presentations, reports, and other documents as needed. Ensure the proper filing and management of confidential information.
• Liaison: Serve as the primary point of contact between the Management and internal/external stakeholders, including clients, business partners, and other senior executives.
• Project Assistance: Assist on special projects, research, and coordination across departments or teams.
• Administrative Support: Handle administrative duties such as expense reports, office management, and procurement of supplies. Ensure that the office runs efficiently on a daily basis.
• Confidentiality: Handle sensitive information with utmost discretion and confidentiality, maintaining a high level of trust and integrity.
• Co-ordination Project Co-ordination with Consultants, Contractors, Architect and Engineers
• Agenda of Meeting Prepare agenda and attend meeting of Consultants, Contractors and project site team and follow up for the issues discussed during the meeting
• Liasing Management Liase with Planning Manager for the Plan work activities & resources to meet construction programme, weekly reports and notify shortfalls to Director

Preferred candidate profile

• Exceptional organizational skills and the ability to multitask and prioritize effectively.
• Strong communication skills, both written and verbal.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with project management tools
• Ability to maintain professionalism, focus, and composure in high-pressure situations.
• Proactive with problem-solving and anticipating the needs.
• High attention to detail and accuracy.
• Bachelors degree in business administration, communications, or a related field is preferred.
• Minimum of 5-10 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior-level executives, preferably in a corporate or fast-paced environment