Executive Assistant

The role serves as a strategic partner to the CEO, managing complex schedules, coordinating high-level projects, facilitating communication across stakeholders, overseeing legal and contractual documentation, and ensuring the smooth execution of day-to-day operations. The ideal candidate will possess excellent administrative capabilities, strong legal drafting and document review skills, and the ability to maintain confidentiality while supporting executive and business operations.

Key Responsibilities

• Manage the CEO’s calendar, including scheduling meetings, site visits, and appointments, ensuring optimal time management and prioritization.
• Coordinate internal and external meetings, including preparing agendas, taking minutes, tracking action points, and following up to ensure timely execution.
• Act as a liaison between the CEO and internal teams as well as external stakeholders such as contractors, consultants, clients, legal advisers, and regulatory bodies.
• Prepare, review, and manage correspondence, reports, presentations, contracts, agreements, and official documents, ensuring accuracy, compliance, and professionalism.
• Support contract administration by maintaining records of agreements, licenses, permits, approvals, and other legal documentation.
• Assist in reviewing legal documents and coordinating with external legal counsel on contractual and compliance-related matters.
• Support project coordination by tracking timelines, monitoring deliverables, and ensuring communication flow between office and site teams.
• Organize travel arrangements, accommodation, and logistics for site visits, inspections, and business trips.
• Maintain proper documentation and filing systems for contracts, project documents, approvals, and executive records, ensuring easy retrieval and confidentiality.
• Monitor incoming requests, emails, and calls, prioritizing urgent matters and ensuring timely responses or escalation where necessary.
• Assist in preparing reports, dashboards, and updates for management meetings, including project progress, financial summaries, operational insights, and compliance updates.
• Handle confidential information with discretion and proactively anticipate the executive’s needs, ensuring smooth workflow and minimal disruptions to daily operations.
• Other responsibilities as assigned by the CEO.

Qualifications and Professional Experience

• Bachelor of Laws (LL.B.) degree and qualification to practice law is preferred; candidates with a Law degree and relevant administrative experience are strongly encouraged to apply.
• Minimum of 3–5 years' experience in an Executive Assistant, Legal Executive Assistant, Legal Officer, Company Secretary, or senior administrative role.
• Experience supporting C-suite executives, Managing Directors, CEOs, or senior management teams.
• Experience working within the construction, engineering, real estate, legal, or project-based environment is an added advantage.
• Knowledge of contract management, corporate documentation, and regulatory compliance processes.

Core Skills and Functional Competencies

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Legal drafting, document review, and contract administration skills.
• High level of discretion and confidentiality.
• Strong attention to detail and accuracy.
• Ability to multitask and manage competing priorities.
• Proactive problem-solving and decision-making ability.
• Strong interpersonal and stakeholder management skills.
• Ability to work under pressure in a fast-paced environment.
• Adaptability and flexibility.
• High level of professionalism and reliability.

Working Knowledge Requirements

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with project coordination tools (e.g., MS Project, Trello, Asana).
• Knowledge of contract administration, legal documentation, and regulatory compliance requirements.
• Ability to review and interpret contracts, agreements, project documents, reports, and schedules.
• Experience with document management and filing systems.
• Knowledge of calendar and email management tools.
• Familiarity with procurement, contract documentation, and vendor engagement processes.
• Strong reporting, documentation, and record-management skills.
• Basic understanding of construction processes and project lifecycles.