Will provide comprehensive administrative and executive support to senior management while ensuring the efficient management, control, organization, and distribution of company and project documentation. The role requires a highly organized, detail-oriented, and proactive individual who can manage confidential information, coordinate with multiple stakeholders, maintain accurate document records, and support the executive in day-to-day business activities.
Key Responsibilities:
- Establish and maintain an effective document control and filing system for electronic and hard-copy documents.
- Receive, register, classify, track, distribute, and archive documents in accordance with company procedures.
- Maintain accurate document registers, logs, trackers, revision histories, and status reports.
- Ensure all documents are properly identified, version-controlled, and accessible to authorized personnel.
- Coordinate the circulation, review, approval, and submission of documents between management, internal departments, consultants, contractors, and external stakeholders.
- Maintain organized records of correspondence, reports, contracts, presentations, meeting minutes, and other important documentation.
- Ensure confidential and sensitive documents are handled securely and shared only with authorized parties.
- Provide high-level administrative and organizational support to the assigned Director/Executive.
- Manage calendars, appointments, meetings, and daily schedules.
- Coordinate internal and external meetings, including invitations, meeting rooms, agendas, presentations, and required documents.
- Prepare meeting agendas, minutes, action trackers, presentations, reports, and business correspondence.
- Follow up with relevant departments and stakeholders on management decisions and outstanding actions.
- Manage and organize incoming and outgoing correspondence, emails, and official communications.
- Coordinate business travel arrangements, accommodation, transportation, and itineraries when required.
- Assist in preparing presentations, reports, dashboards, and management updates.
Qualifications & Experience:
- Bachelor's degree in Business Administration, Management, Information Management, or a related field.
- 3–5 years of relevant experience in document control, executive assistance, administration, or a similar position.
- Previous experience in construction, contracting, real estate or engineering is preferred.
- Excellent written and verbal English communication skills.
- Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
- Experience with document management systems such as Aconex, Procore, SharePoint, EDMS, or similar platforms is an advantage.
