Executive Assistant

EXECUTIVE ASSISTANT | DUTIES & RESPONSIBILITIES

Be the trusted right hand that keeps the President/CEO and project operations moving. This role combines executive support, office administration, project coordination, financial administration, and business documentation—ideal for someone highly organized, proactive, discreet, and comfortable handling multiple priorities.

Executive & Office Management

• Manage the day-to-day operations and administrative requirements of the office.
• Manage and coordinate the President/CEO’s daily schedule, appointments, meetings, conferences, travel, and other commitments.
• Organize, maintain, and safeguard company files, records, and confidential documents.
• Prepare and edit correspondence, reports, presentations, memoranda, and other business documents.
• Communicate professionally with clients, suppliers, vendors, and other stakeholders through verbal and written correspondence.
• Provide timely administrative and executive support to the President/CEO.

Project & Financial Administration

• Check and verify source documents, including invoices, receipts, computer printouts, and other financial/project records.
• Prepare and maintain employees’ project log sheets and related project documentation.
• Maintain an organized and systematic accounting filing system.
• Create and renew contracts based on approved/signed quotations or original quotations.
• Prepare certifications, project update memoranda, Statements of Account, payment computations, and other client-requested documents.
• Provide project office and financial administration support for billable engagements.
• Complete project office and financial administration activities in accordance with the established monthly cycle.
• Prepare billing documents in coordination with the Bookkeeper.

Business Development, Accreditation & Bidding Support

• Prepare requirements and supporting documents for company accreditation, eligibility, and bidding with private and government procuring entities.
• Assist in the preparation of technical and financial proposals, quotations, and business correspondences.
• Coordinate and organize documents to ensure completeness, accuracy, and timely submission of requirements.
• Support the President/CEO and project teams in administrative and documentation requirements for business opportunities and ongoing projects.

Professional & Confidential Support

• Handle sensitive company, client, employee, and financial information with a high level of discretion, confidentiality, and integrity.
• Manage multiple tasks and deadlines while maintaining accuracy and attention to detail.
• Prioritize commitments and manage time effectively in a fast-paced professional environment.
• Perform other related duties and responsibilities as may be assigned by the President/CEO.