Job Description

Role Purpose

The Executive Assistant to the Director will provide high-level administrative, operational, and coordination support to ensure smooth day-to-day functioning of the Director's office. The role requires strong organizational skills, confidentiality, and the ability to liaise effectively with internal teams, consultants, vendors, and external stakeholders in the construction ecosystem.

Key Responsibilities

1. Executive Support

Manage the Director's calendar, appointments, meetings, and travel schedules Act as the primary point of contact between the Director and internal/external stakeholders Screen, prioritize, and manage emails, calls, and correspondence Prepare meeting agendas, presentations, notes, and follow-up action trackers

2. Coordination & Communication

Coordinate with project teams, consultants, architects, contractors, and vendors on behalf of the Director Track key project updates, approvals, deadlines, and escalations Ensure timely flow of information between the Director and various departments (Projects, Accounts, Legal, HR, Design, etc.)

3. Documentation & Reporting

Prepare MIS reports, summaries, and dashboards as required by the Director Maintain confidential files, contracts, approvals, and official records Assist in drafting emails, letters, and internal/external communications

4. Meeting & Site Coordination

Schedule and coordinate internal meetings, client meetings, and site review meetings Record minutes of meetings (MoM) and track action items to closure Coordinate site visits and ensure relevant documents/data are available

5. Administrative & Office Support

Handle expense statements, reimbursements, and basic coordination with accounts Support compliance tracking, approvals, and documentation follow-ups Assist in special projects, audits, or strategic initiatives as assigned by the Director

Key Skills & Competencies

Exceptional follow-up and coordination skills with a closure-driven approach

Excellent written and verbal communication skills

Strong organizational, multitasking, and time-management abilities

High level of discretion and confidentiality

Proficiency in MS Office (Excel, Word, PowerPoint, Outlook); familiarity with project tracking tools is a plus

Ability to work under pressure and handle last-minute changes

Job Type: Full-time

Pay: ?18,000.00 - ?20,000.00 per month

Work Location: In person