Secretary / Executive Assistant

Executive Assistant – Engineering Company

Position: Executive Assistant

Reporting To:

Managing Director / CEO / Director – Projects

Job Summary:

The Executive Assistant provides administrative, coordination, and communication support to the Management Team. The role involves managing schedules, project follow-ups, meetings, correspondence, reports, travel arrangements, and coordination with departments, clients, vendors, and project sites.

Key Responsibilities:

Administrative Support

Manage the calendar, appointments, and meetings of senior management.

Prepare letters, emails, MOM (Minutes of Meeting), reports, and presentations.

Maintain confidential files, records, and company documents.

Organize travel, accommodation, and logistics for management.

Project Coordination

Follow up with project managers, site engineers, and department heads on project progress.

Track project schedules, approvals, material deliveries, and milestones.

Prepare daily, weekly, and monthly project status reports.

Coordinate with clients, consultants, contractors, and government authorities when required.

Communication & Documentation

Draft official correspondence and management communications.

Maintain records of contracts, work orders, purchase orders, and project documents.

Ensure proper document control and filing systems.

Monitor pending actions and provide timely reminders to concerned teams.

Management Support

Prepare MIS reports, dashboards, and management summaries.

Coordinate management reviews and departmental meetings.

Assist in policy implementation and internal communications.

Support HR, Finance, Purchase, and Projects departments as required.

Compliance & Coordination

Ensure timely submission of reports from project sites.

Follow up on statutory approvals, licenses, and documentation.

Coordinate with auditors, consultants, and external agencies when required.

Qualifications:

Bachelor's Degree in Engineering, Business Administration, Commerce, or related field.

Executive Assistant/Project Coordinator experience preferred.

Minimum 3–5 years of experience in administrative or project coordination roles.

Skills Required:

Excellent communication and drafting skills.

Strong knowledge of MS Office (Excel, Word, PowerPoint).

Ability to prepare reports and presentations.

Strong follow-up and coordination skills.

Good organizational and time-management abilities.

Ability to handle confidential information professionally.

Key Performance Indicators (KPIs):

Timely submission of reports and MIS.

Effective meeting and calendar management.

Closure of management action points.

Accuracy of documentation and records.

Coordination efficiency between departments and project sites.

Compliance with reporting deadlines.

Location: Head Office / Corporate Office with occasional travel to project site