Work Schedule - Monday to Friday

8:00am-12:00pm UK Time (20 hours per week)

Executive Assistant

Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a busy engineering professional. The ideal candidate will excel at managing administrative, financial, and operational tasks, allowing the principal to focus on core engineering responsibilities and business growth. This role requires exceptional organizational skills, sound judgment, strong communication abilities, and the highest level of confidentiality when handling sensitive business information.

Key Responsibilities

Financial Administration

• Prepare and send invoices to clients accurately and on time.
• Follow up on outstanding invoices and assist in ensuring timely payments.
• Verify receipt of payments and maintain payment records.
• Manage and organize purchase orders for projects.
• Assist with expense tracking, reconciliation, and financial record maintenance.
• Coordinate with accountants, bookkeepers, or external vendors as required.

Calendar and Communication Management

• Efficiently manage the principal's calendar, appointments, meetings, and commitments.
• Coordinate meeting schedules across multiple stakeholders and time zones.
• Respond to emails on behalf of the principal when appropriate, ensuring continuity of communication.
• Organize, prioritize, and monitor email correspondence, highlighting urgent matters and deadlines.
• Proactively remind the principal of upcoming tasks, commitments, and deliverables.
• Prepare meeting agendas and document key action items when required.

Administrative and Operational Support

• Provide comprehensive administrative support to ensure smooth day-to-day operations.
• Manage and organize digital files, project documentation, and business records.
• Draft, edit, and proofread business correspondence, reports, and presentations.
• Assist with document preparation, formatting, and data entry tasks.
• Coordinate travel arrangements, accommodations, and itineraries when required.
• Liaise with clients, contractors, suppliers, and other stakeholders on behalf of the principal.
• Identify opportunities to improve administrative processes and workflow efficiency.
• Handle ad hoc personal and business-related tasks as assigned.

Project Coordination Support

• Assist in tracking project timelines, deliverables, and key milestones.
• Maintain organized records of project-related documentation.
• Monitor follow-up items and ensure action items are completed in a timely manner.
• Support coordination between internal and external project stakeholders.

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Requirements

Experience and Skills

• Proven experience as an Executive Assistant, Personal Assistant, Virtual Assistant, or similar administrative support role.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal English communication skills.
• High attention to detail and strong problem-solving abilities.
• Ability to work independently with minimal supervision.
• Strong interpersonal skills and professional business etiquette.
• Demonstrated ability to anticipate needs and take initiative.

Technical Proficiency

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and/or Google Workspace.
• Experience using calendar management tools and email platforms.
• Comfortable working with cloud-based document management systems.
• Experience with project management tools such as Asana, Trello, ClickUp, Monday.com, or similar is an advantage.
• Experience with invoicing, bookkeeping, or accounting software is highly desirable.

Confidentiality and Security

• Ability to handle highly sensitive and confidential information with absolute discretion.
• May have access to confidential project details, engineering documentation, blueprints, and critical infrastructure information.
• Willingness to sign and comply with a Non-Disclosure Agreement (NDA).

Preferred Qualifications

• Previous experience supporting executives, business owners, consultants, engineers, architects, or construction professionals.
• Experience working remotely and managing priorities across different time zones.
• Familiarity with engineering, construction, infrastructure, or project-based businesses is a plus.