Job Description
Position Overview
The Executive Assistant to the Chairman provides strategic, administrative, and operational support to ensure the effective functioning of the Chairman's office. This role demands exceptional organizational ability, discretion, and adaptability, with a focus on delivering results in a fast-paced, high-stakes environment. The position requires a deep understanding of the construction and real estate industries, enabling the Executive Assistant to serve as a trusted liaison, project coordinator, and communication channel between the Chairman and various stakeholders.
Key Responsibilities
1. Executive & Administrative Support
Manage the Chairman's calendar, prioritize appointments, and coordinate complex meeting schedules.
Arrange and manage domestic and international travel, including itineraries, accommodations, and logistical requirements.
Prepare comprehensive briefing documents, presentations, and reports to support strategic decision-making.
Anticipate and proactively address the Chairman's needs to maximize efficiency and effectiveness.
2. Communication & Stakeholder Liaison
Serve as the primary point of contact between the Chairman and internal/external stakeholders.
Draft, proofread, and finalize correspondence, reports, and corporate communications on behalf of the Chairman.
Ensure timely follow-up on delegated tasks, projects, and action items.
Maintain professionalism and confidentiality in all interactions.
3. Strategic & Project Coordination
Oversee the coordination of priority projects in the construction and real estate sectors.
Monitor project progress, key milestones, and deliverables; provide concise updates and recommendations to the Chairman.
Facilitate collaboration among project teams, contractors, and consultants to ensure alignment with the Chairman's vision and directives.
4. Data & Document Management
Maintain secure and organized filing systems for confidential and sensitive documents.
Gather, analyze, and present data to support business and project decisions.
Prepare board papers, contracts, proposals, and other executive-level documentation in a timely manner.
5. Meeting & Event Management
Organize and manage board meetings, corporate events, and strategic planning sessions.
Oversee logistics, agenda preparation, and participant coordination.
Record and distribute accurate meeting minutes, highlighting decisions made and required follow-up actions.
Qualifications & Competencies
Education & Experience
Bachelor's degree in Business Administration, Management, or related field preferred.
Proven experience (minimum 5 years) as an Executive Assistant or similar role, preferably in construction, real estate, or related industries.
Strong business acumen with familiarity in industry-specific processes and terminology.
Skills & Attributes
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and online meeting platforms.
Exceptional organizational and time management skills, with the ability to prioritize effectively.
Excellent written and verbal communication skills with meticulous attention to detail.
Demonstrated discretion, integrity, and ability to handle sensitive information.
Ability to work independently and collaboratively under pressure.
Willingness to travel with the Chairman or as required for business engagements, site visits, and corporate events.
Core Competencies
Strategic Thinking: Aligns tasks and priorities with the Chairman's vision and organizational goals.
Confidentiality & Integrity: Exercises sound judgment in handling sensitive matters.
Adaptability: Thrives in fast-paced and changing environments.
Stakeholder Management: Builds strong, trust-based relationships with internal and external partners.
Results Orientation: Focuses on delivering high-quality outputs within deadlines.
