Administration Assistant Junior Engineer

Job Description

Role/Responsibilities:

Well-organized, pays close attention to detail, and has preferably had some experience as administrative assistant to senior management personnel.

Manage the daily schedule and calendar of the Senior Vice President, including organizing meetings, appointments, and travel arrangements. Ensure the SVP is well-prepared with necessary materials for each engagement.

Handle incoming and outgoing communications on behalf of the SVP. Draft and type official letters, emails, and memos related to contracts and risk management matters, maintaining a professional tone. Filter and prioritize emails and calls, and prepare routine responses when appropriate.

Schedule and coordinate high-level meetings (internal and external) involving the department. Prepare meeting agendas, assemble relevant documents (e.g. summaries, reports), and take meeting minutes. After meetings, follow up on action items with responsible parties to ensure completion.

Act as a point of contact for the SVP’s office in coordinating with other departments such as Legal, Finance, and Project Teams. Collect and consolidate information or documents from these departments when the SVP needs data for reviews or assessments. Ensure that requests from the SVP are clearly communicated and responded to in a timely manner.

Manage confidential files and information with utmost discretion. This includes handling sensitive contract terms, risk reports, and personnel information. Ensure that confidential documents are accessed only by authorized personnel and are stored securely.

Oversee general administrative duties for the SVP’s office, such as maintaining office supplies, processing expense reports, and managing correspondence logs. Also, provide support in organizing any departmental events or trainings, ensuring invitations, venues, and materials are handled efficiently.

Create and maintain a variety of logs/summaries (computer and hard copy including confidential files) to ensure accurate, up-to-date information is available.

Qualifications/Specific Experience/Skills:

Diploma or Bachelor’s degree in a construction related field. Masters degree is a plus.

8–10 years of experience in an administrative or executive assistant role, preferably supporting senior management

Systematic and organized

Sharp and attention to details (i.e. able to identify any missing pages when checking completeness of documents).