Executive Assistant

Key Responsibilities:

1. Technical Communication & Documentation:

• 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.

• Strong understanding of engineering terminology:

  Familiar with common civil engineering terms, processes, and project lifecycle phases (e.g., design, tender, construction, close-out).

• 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.

• Version control management:

  Experienced in maintaining rigorous version control for all technical documents, ensuring teams are always working with the latest revisions.

• Information dissemination:

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

1. Follow-up & Project Coordination:

• Proactive follow-up mechanisms:

  Implements and maintains robust systems for tracking deadlines, action items, and outstanding tasks related to civil engineering projects.

• Critical path monitoring:

  Assists in monitoring project schedules and identifying potential bottlenecks or delays in technical deliverables.

• Stakeholder liaison:

  Acts as a primary point of contact for technical follow-ups with internal engineering teams, external consultants, contractors, vendors, and regulatory agencies.

• 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.

• 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.

• Permit and regulatory compliance tracking:

  Assists in monitoring the status of permits, licenses, and other regulatory approvals essential for civil engineering projects.

1. Administrative & Organizational Excellence:

• Advanced calendar management:

  Manages complex calendars, prioritizing technical meetings, site visits, and critical deadlines for civil engineering executives.

• Travel arrangements (site-specific):

  Coordinates domestic and international travel logistics, often including arrangements for site visits and project meetings

  .

• Data management & reporting:

  Proficient in organizing and maintaining technical data, generating reports, and preparing presentations for engineering reviews.

• 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.

• Confidentiality & discretion:

  Handles sensitive project information, proprietary designs, and confidential communications with the utmost discretion and professionalism.

• 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