Business Support Manager / Executive Assistant

Role Overview

Business Support Manager / Executive Assistant at HILL International. This is a 5-month fixed-term contract role supporting the Executive Director and Projects department.

Role Purpose

The Business Support Manager / Executive Assistant ensures the smooth operation of the Executive Director's office and overall success of the Projects department. This individual manages executive priorities, communications, and meetings while providing administrative, operational, and governance support to enable the Executive Director and PMO team to deliver accurate and timely outcomes.

Key Responsibilities

Executive Support & Communications

• Manage executive priorities, communications, and meetings, ensuring effective leadership coordination.
• Manage calendars, schedule appointments, and coordinate meeting logistics for efficient time management.
• Provide administrative, operational, and executive support to the Executive Director and assigned functions.

Governance & PMO Operations

• Support the development and implementation of PMO governance routines and reporting processes.
• Create and maintain action trackers, project plans, schedules, and controlled support records for organized project execution.
• Streamline cross-functional workflows and standardize templates and trackers for efficient project management.

Research & Decision Support

• Conduct research, compile information, and provide recommendations to executive management for informed decision-making.
• Identify issues, analyze problems, and escalate appropriately, ensuring practical support solutions.

Records & Documentation Management

• Manage records, registers, controlled filing, and document routing, ensuring accurate documentation.
• Assist with training, knowledge sharing, and document control guidance to enhance team coordination and productivity.

People & Recruitment Support

• Coordinate employee onboarding, offboarding, and staff movement, ensuring a smooth transition process.
• Support recruitment and resource processes, including CV coordination and interview scheduling.

Qualifications & Experience

• Bachelor's degree or relevant experience in business support, executive assistance, or office management.
• Proven experience in coordinating teams, stakeholders, and project-support activities within a complex project environment.
• Experience in managing records, registers, controlled filing, and document routing, ensuring accurate documentation.

Skills & Competencies

• Proficiency in Microsoft Office, particularly Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.
• Competence in using modern office software, EDMS / Aconex-related processes, and business support technology.
• Strong leadership-support, coordination, and stakeholder-management skills to effectively navigate executive priorities.
• Excellent verbal and written communication skills for interacting with diverse stakeholders and executive management.
• Strong problem-solving, prioritization, and decision-support abilities to assist the Executive Director effectively.
• Exceptional organizational skills to manage multiple tasks, meetings, and priorities simultaneously.

Additional Information

• Contract duration: 5 months.