SSACT Project Management LLP is looking for a highly organized, proactive, and professional Executive Assistant (EA) / Personal Assistant to support the Chief Operating Officer (COO). This role goes beyond routine administrative work and requires an individual who can independently coordinate with clients, consultants, project teams, and internal departments while ensuring seamless execution of day-to-day business operations.
The ideal candidate should possess excellent communication skills, strong organizational abilities, a high level of confidentiality, and the ability to manage multiple priorities in a quick-paced project management environment.
Key ResponsibilitiesExecutive Calendar Management
- Manage the COO's daily calendar, appointments, and business meetings.
- Schedule meetings with clients, consultants, contractors, vendors, and internal teams.
- Plan business tours and travel itineraries.
- Coordinate meeting venues and online meeting platforms.
- Ensure efficient time management and avoid scheduling conflicts.
Meeting Management
- Prepare meeting agendas and supporting documents.
- Record Minutes of Meeting (MOM).
- Prepare Action Taken Reports (ATR).
- Follow up with stakeholders to ensure timely closure of action items.
- Maintain organized records of all meetings and decisions.
Daily Executive Coordination
- Track the COO's daily priorities and commitments.
- Coordinate with internal teams for updates on ongoing assignments.
- Monitor critical deadlines and ensure timely completion of deliverables.
- Remind the COO about important meetings, approvals, and commitments.
Project Coordination
Coordinate with:
- Project Managers
- Quantity Surveying Team
- HR Department
- Accounts Department
- Project Engineers
- Site Teams
Track and follow up on:
- Daily Progress Reports (DPR)
- Weekly Prog