Job Title: Executive Assistant
We are seeking an Executive Assistant to provide high-level administrative and coordination support to the Project Director of a major infrastructure project.
Key Responsibilities
* Coordinate comprehensive travel plans, including international travel arrangements, visas, accommodation, and transportation.
* Schedule and manage meetings, appointments, and events, ensuring optimal use of the Director's time.
* Prioritise and triage matters requiring the Director's attention, redirecting to appropriate team members when necessary.
* Manage all incoming and outgoing communications, including emails, workflows, and correspondence.
* Handle expense claims and manage conflicting priorities with agility and sound judgement.
Relationship Management
* Foster strong working relationships with the Project Director's leadership team and key internal and external stakeholders.
* Collaborate with external stakeholders and their executive assistants, including government officials, embassies, clients, and vendors.
* Organise events such as board meetings, conferences, and networking functions, overseeing logistics and promotion.
* Act as liaison between the Director, executive team, and external partners.
Documentation and Reporting
* Prepare agendas, take minutes, and manage documentation for leadership meetings.
* Compile and distribute reports, ensuring deadlines are met.
* Coordinate reporting schedules and recommend process improvements.
* Develop ad hoc reports and presentations as required.