Executive Assistant and Management Coordinator

Job Overview

We are looking for a highly organized, detail-oriented, and analytical Executive Assistant to support the CEO and management team in executive scheduling, meeting coordination, documentation, and interdepartmental follow-ups.

Key Responsibilities

• Manage the CEO’s calendar, appointments, meetings, and project site visits.
• Coordinate management meetings, including invitations, agendas, meeting materials, and Minutes of the Meeting (MOM).
• Document management decisions, track action items, and follow up with concerned departments on deliverables and deadlines.
• Prepare reports, presentations, correspondence, memoranda, and other business documents.
• Coordinate communication among the CEO, department heads, project teams, and other stakeholders.
• Assist in organizing contracts, legal documents, and confidential company records.
• Maintain accurate documentation, monitoring trackers, and management reports using Microsoft Office and other company systems.
• Perform other related executive and administrative duties as assigned.

Qualifications

• Bachelor’s degree in Business Administration, Management, Office Administration, or a related field.
• Relevant experience as an Executive Assistant, Executive Secretary, or in a similar role.
• Preferably with experience in the construction or real estate industry.
• Strong organizational, analytical, communication, and documentation skills.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Able to manage multiple priorities, meet deadlines, and handle confidential information with discretion.
• Proactive, detail-oriented, and capable of working independently.
• Available to work full onsite from Monday to Friday, 8:00 AM to 5:00 PM.
• Willing to engage under an independent contractor arrangement, subject to the terms of the service agreement.

Application Question(s):

• What is your expected monthly rate for an independent contractor arrangement?
• Do you have experience working in the construction or real estate industry?

Experience:

• Executive Coordinator: 1 year (Preferred)

Work Location: In person