Executive Assistant and Secretary

Job Title

Department:

Location

Job Summary:

We are seeking a proactive, organized, and detail-oriented Executive Assistant cum Secretary to support our Corporate Engineering Department. The ideal candidate will play a critical role in project coordination, cross-departmental communication (Civil, Mechanical, Electrical, and other engineering streams), and executive-level secretarial support. This position demands high levels of confidentiality, professionalism, and multitasking abilities.

Key Responsibilities:

Executive Support:

Provide comprehensive administrative and secretarial support to the Head of Corporate Engineering.

Manage calendars, schedule meetings, prepare agendas, and handle all correspondence.

Draft and prepare official communications, presentations, and reports as required.

Project Assistance & Coordination:

Assist in tracking and following up on engineering project timelines, deliverables, and reports.

Coordinate between Civil, Mechanical, Electrical, and other internal engineering departments.

Support documentation and filing for all ongoing and upcoming engineering projects.

Help organize internal and external project review meetings.

Departmental Liaison:

Act as a communication bridge between various engineering disciplines and supporting departments.

Facilitate smooth information flow and timely updates across functions.

Maintain department-wide coordination logs, action trackers, and compliance records.

Secretarial & Office Management:

Handle all secretarial duties including drafting minutes, scheduling travel, maintaining filing systems, and handling office correspondence.

Maintain confidential files and departmental documentation.

Ensure smooth functioning of the office through effective administration and logistical support.

Key Skills & Competencies:

Excellent organizational and multitasking skills.

Strong written and verbal communication skills.

High level of discretion and professionalism.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to coordinate with multiple teams and stakeholders.

Good understanding of project documentation and reporting.

Qualifications & Experience:

Graduate in any discipline

6 years+ of experience as an Executive Assistant/Secretary in an Engineering/Projects/Corporate environment.

Prior experience supporting cross-functional technical teams is a plus.