Executive Assistant

Job Title: Executive Assistant

Location:

Experience Required:

Reporting To:

Job Purpose

The Executive Assistant will provide high-level administrative, coordination, and operational support to the Dean/Senior Director/Head of Department. The role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and documentation related to infrastructure, engineering, and institutional operations

Key Responsibilities

Executive & Administrative Support

• Act as the primary point of contact between the Senior Director & Chief Engineer and internal/external stakeholders
• Manage calendars, appointments, meetings, and travel arrangements
• Draft, review, and manage official correspondence, emails, notes, and presentations
• Handle confidential and sensitive information with utmost discretion

Coordination & Communication

• Coordinate with multiple departments including Engineering, Facilities, Procurement, Projects, Finance, and Administration
• Schedule and organize internal and external meetings, including preparation of agendas, MOMs, and follow-ups
• Liaise with government bodies, vendors, consultants, contractors, and regulatory authorities as required

Documentation & Reporting

• Maintain and manage official records, files, contracts, approvals, and project-related documentation
• Assist in preparing reports, dashboards, and status updates related to infrastructure projects
• Track approvals, timelines, and action items to ensure timely closure

Project & Infrastructure Support

• Support ongoing infrastructure, construction, maintenance, and engineering projects
• Monitor project milestones, coordination meetings, and compliance documentation
• Assist in vendor coordination, tender documentation, and proposal preparation

Compliance & Process Management

• Ensure adherence to institutional policies, SOPs, and regulatory requirements
• Support audits, inspections, and compliance-related documentation
• Assist in streamlining administrative and reporting processes

Key Skills & Competencies

• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• High level of confidentiality and professional integrity
• Ability to multitask and work under pressure
• Strong coordination and stakeholder management abilities

Qualifications

• Bachelors/Masters degree in

  Business Administration, Management, Engineering, or a related field

• Additional certification in

  Executive Assistance, Project Management, or Office Administration

  will be an advantage

Preferred Experience

• Prior experience supporting

  senior leadership

  or

  C-level executives

• Exposure to

  infrastructure, engineering, construction, or facilities management

  environments
• Experience in

  universities, large campuses, or institutional settings

  is highly desirable