Executive Assistant – Project Management / Engineering

The client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide executive support while also assisting with the coordination, monitoring, and follow-up of project-related activities.

The ideal candidate will have a background or strong exposure to Project Management and/or Project Engineering and should be comfortable working in a fast-paced environment where effective coordination, follow-through, communication, and attention to detail are essential.

This role is particularly suited to a professional who can combine strong executive administrative capabilities with an understanding of project environments.

Key Responsibilities

Executive Support

• Provide high-level administrative and organizational support to the Executive.

• Manage and coordinate meetings, schedules, appointments, and related activities.

• Prepare meeting agendas, documents, presentations, and other materials as required.

• Record and follow up on meeting action points and outstanding assignments.

• Maintain organized and confidential executive records and correspondence.

• Coordinate communication between the Executive and relevant internal and external stakeholders.

Project Coordination & Monitoring

• Assist in coordinating project-related activities and deliverables.

• Track assigned project actions, deadlines, milestones, and outstanding items.

• Follow up with relevant team members and stakeholders to ensure agreed actions are completed.

• Maintain project trackers and provide timely updates on progress.

• Support the preparation of project reports, presentations, status updates, and documentation.

• Identify pending or delayed actions and escalate them appropriately.

• Assist with the coordination of project meetings and follow-up activities.

Administrative & Operational Support

• Support effective communication and coordination across departments and project teams.

• Assist with the preparation, organization, and maintenance of project and administrative documentation.

• Conduct follow-ups on behalf of the Executive and ensure commitments are tracked to completion.

• Perform other duties related to executive and project coordination as assigned.

Requirements

• Bachelor's degree in Project Management, Engineering, Business Administration, Management, or a related discipline.

• Previous experience in an Executive Assistant, Project Coordinator, Project Administrator, Project Management, Project Engineering, or similar role.

• Demonstrable understanding of project coordination and project follow-up.

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Strong attention to detail and ability to manage multiple priorities.

• Ability to follow through on tasks and ensure deadlines are met.

• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.

• Ability to handle confidential and sensitive information with discretion.

• Ability to work independently while maintaining effective communication with management and project teams.

Preferred Background

Candidates with a background in Mechanical Engineering or Chemical Engineering will be particularly considered, especially when combined with relevant project management or project coordination experience.

Candidates with relevant Project Management and/or Project Engineering experience are encouraged to apply.

What We Are Looking For

The successful candidate should be:

• Highly organized and structured.

• Proactive rather than reactive.

• A strong communicator and follow-up person.

• Comfortable working with senior management.

• Able to understand project timelines, deliverables, and dependencies.

• Detail-oriented without losing sight of the bigger picture.

• Discreet, professional, and trustworthy.

• Capable of managing competing priorities in a fast-paced environment.

How to Apply

Interested and qualified candidates should submit their CV for consideration to hrandstructurepro@gmail.com

Subject: Executive Assistant – Project Management / Engineering

Only candidates whose qualifications and experience meet the requirements will be contacted.

Work Location: In person