Executive Assistant

Key Responsibilities:

1. Technical Communication & Documentation:

2. Expertise in technical document handling: Proficient in managing, organizing, and tracking civil engineering documents including blueprints, specifications, reports, CAD drawings, permits, RFIs (Requests for Information), submittals, and change orders.

3. Strong understanding of engineering terminology: Familiar with common civil engineering terms, processes, and project lifecycle phases (e.g., design, tender, construction, close-out).
4. Drafting and editing technical correspondence: Ability to compose, edit, and format professional communications, meeting minutes, and progress reports, ensuring accuracy and adherence to engineering standards.
5. Version control management: Experienced in maintaining rigorous version control for all technical documents, ensuring teams are always working with the latest revisions.

6. Information dissemination: Skilled at effectively distributing critical technical information to relevant internal and external stakeholders (e.g., engineers, contractors, clients, regulatory bodies).

7. Follow-up & Project Coordination:

8. Proactive follow-up mechanisms:Implements and maintains robust systems for tracking deadlines, action items, and outstanding tasks related to civil engineering projects.

9. Critical path monitoring: Assists in monitoring project schedules and identifying potential bottlenecks or delays in technical deliverables.
10. Stakeholder liaison: Acts as a primary point of contact for technical follow-ups with internal engineering teams, external consultants, contractors, vendors, and regulatory agencies.
11. Meeting coordination & minute-taking (technical focus): Organizes and facilitates technical meetings, including preparing agendas, distributing pre-read materials, and capturing detailed, actionable minutes with a focus on technical decisions and commitments.
12. Action item tracking & reporting: Develops and maintains comprehensive action item lists, ensuring timely completion and providing regular status updates to the executive and project teams.

13. Permit and regulatory compliance tracking: Assists in monitoring the status of permits, licenses, and other regulatory approvals essential for civil engineering projects.

14. Administrative & Organizational Excellence:

15. Advanced calendar management: Manages complex calendars, prioritizing technical meetings, site visits, and critical deadlines for civil engineering executives.

16. Travel arrangements (site-specific): Coordinates domestic and international travel logistics, often including arrangements for site visits and project meetings.
17. Data management & reporting: Proficient in organizing and maintaining technical data, generating reports, and preparing presentations for engineering reviews.
18. Software proficiency: Highly proficient in project management software (e.g., MS Project, Primavera P6 basic understanding), document management systems (e.g., SharePoint, Procore, Aconex), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and communication platforms.
19. Confidentiality & discretion: Handles sensitive project information, proprietary designs, and confidential communications with the utmost discretion and professionalism.
20. Problem-solving & initiative: Proactively identifies potential issues and proposes solutions to ensure smooth technical follow-up processes.

4. Communication & Interpersonal Skills:*

• Clear and concise communication: Excellent written and verbal communication skills, able to convey complex technical information in an understandable manner.
• Professionalism & diplomacy: Represents the executive and the engineering department with professionalism and diplomacy in all interactions.
• Team collaboration: Works effectively within a team environment, supporting engineers and contributing to overall project success.
• Adaptability: Thrives in dynamic, deadline-driven environments common in civil engineering projects.Role & responsibilities

Preferred candidate profile