Executive Assistant

Description:
The Executive Assistant (EA) provides high-level administrative support to Executive Director(s), ensuring efficient operation and coordination of activities within the executive team. The EA plays a critical role in a wide range of administrative tasks, enabling the executive to focus on strategic priorities. The role requires the ability to work with minimal supervision, a high level of professionalism, initiative, discretion, attention to detail, and the ability to manage multiple tasks under tight deadlines.

Key Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments, ensuring optimal time management for the executive
• Record minutes and follow up on action items for key meetings attended by the Executive Director(s)
• Screen and prioritise emails and requests, directing them appropriately on behalf of the Executive Director(s)
• Coordinate domestic and international travel arrangements, including booking flights, accommodations, visas and transportation
• Handle confidential information and communications, maintaining the highest level of professionalism and discretion
• Prepare and edit documents, reports, presentations, and correspondence on behalf of the executive
• Organising and managing files, both electronic and physical, ensuring easy access when required
• Serve as the point of contact between the executive and internal/external stakeholders
• Organise and manage special projects, ensuring timely completion and alignment with executive goals
• Supporting projects, assisting with planning, organising, and executing various business initiatives
• Plan and coordinate events between the executive and internal/external stakeholders, meetings, and conferences, including logistics and materials
• Conduct research and compile data to assist with decision-making processes
• Anticipate the needs of the executive, proactively addressing potential challenges and opportunities
• Expense management of the Executive's expense reports, reimbursements, and financial documentation
• Invoice management by handling payments, subscriptions, and budgets related to executive needs
• Assist with managing database systems and reporting as required by Executive Director(s)

Skills and Experiences:
Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior executives
• Experience in the construction industry highly preferable
• Strong organisational and time-management skills, with the ability to multitask and prioritise
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Ability to work independently, exercise judgment, and maintain confidentiality
• Flexibility and adaptability in a fast-paced, dynamic environment
• Bachelor’s degree or equivalent experience preferred

Key Competencies

• High attention to detail
• Problem-solving and critical thinking
• Interpersonal skills and emotional intelligence
• Proactive and resourceful
• Ability to handle pressure and meet deadlines