Executive Assistant

Job Description

Job Description

Job Summary:

This role provides essential administrative support to the Chief Operations Officer (COO) and the Head of Construction. It further involves working closely with the finance department at the executive level, offering a unique opportunity to develop skills in business administration, financial support, and project management. Key responsibilities include overseeing daily office operations, managing administrative tasks, coordinating schedules, maintaining records, and ensuring the smooth functioning of office activities to enhance team productivity.

Key Responsibilities:

Administrative Support:

• Manage the COO and Head of Construction calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle incoming and outgoing communications on behalf of the assigned executives.
• Assist in meeting preparation, gathering documents, and organizing logistics.

Financial Assistance:

• Support the assigned executives in managing and tracking expenses.
• Assist in the preparation of financial reports and budget management.
• Help with financial data analysis and reporting as needed.

Office Management:

• Maintain an organized and efficient office environment.
• Ensure all necessary office supplies are stocked and equipment is functioning properly.
• Coordinate with building management and vendors for office maintenance, repairs, and other facilities-related needs.
• Implement and oversee office policies and procedures to promote a productive and professional work environment

Project Management:

• Assist in managing special projects and initiatives, ensuring timelines and deliverables are met.
• Coordinate with various departments to gather information and resources for project completion.

Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion.
• Maintain a high level of professionalism in all interactions, both internally and externally.

Communication:

• Serve as a point of contact for internal and external stakeholders on behalf of the assigned executives.
• Manage correspondence and ensure timely, accurate responses.

Event Coordination:

• Organize and coordinate events, conferences, and meetings for the assigned executives.
• Manage logistics, including venue selection, catering, and attendee communication.  

Qualifications:

A Bachelor’s degree in Business Administration, Finance, or a related field is preferred, but recent graduates with relevant experience or internships are encouraged to apply. Prior experience in an administrative or support role (internships or part-time work experience included) is desirable, but not mandatory and basic knowledge or interest in financial operations is a plus.

The ideal candidate will have excellent organizational and time-management skills, strong written and verbal communication abilities, and proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). You should be able to work independently, manage multiple tasks, and handle confidential information with integrity and discretion. Strong problem-solving skills and attention to detail are essential.

We are looking for a proactive, self-motivated individual who is eager to learn and grow in this role. The ideal candidate should be able to work under pressure and meet tight deadlines with ease, while maintaining a professional demeanor and demonstrating strong interpersonal skills. Adaptability is key, as you will need to thrive in a fast-paced and dynamic environment.

This is a full-time, office-based position with occasional travel as needed. Flexibility in working hours may be required to accommodate the schedule of the assigned executives.