Executive Assistant / Project co-ordinator

Job Description

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