Senior Executive Assistant

Role Overview

Senior Executive Assistant at HILL International. This is a 5-month project duration role.

Role Purpose

The Senior Executive Assistant plays a crucial role in overseeing and enabling the effective operation of project teams and business units. The role is responsible for establishing robust administrative processes, supervising personnel, and coordinating services to enhance operational efficiency. This position is integral to the successful execution of projects and requires strong leadership, organizational, and communication skills.

Key Responsibilities

Administrative Operations & Support

• Lead and manage administrative support functions, ensuring efficient and effective operations across the department.
• Provide timely and accurate administrative support to project and business operations, ensuring smooth daily operations.
• Maintain reporting, tracking, and filing systems, ensuring accurate and up-to-date administrative records.

Facilities & Office Coordination

• Coordinate office operations, facilities, and support services, including workspace requirements and maintenance.

Records Management & Governance

• Oversee document control, records management, and information governance, maintaining accurate and organized records.
• Ensure compliance with company policies, procedures, and administrative governance, maintaining a professional and ethical work environment.

Team Coordination & Meetings

• Support team coordination, meeting management, and scheduling, ensuring smooth logistics for all project-related activities.
• Facilitate cross-functional coordination and communication, fostering a collaborative environment between project teams and stakeholders.

Onboarding & Personnel Support

• Coordinate onboarding activities and employee administrative support, providing a seamless and welcoming experience for new hires.

Process Improvement

• Drive continuous improvement initiatives, identifying and implementing process enhancements to boost administrative efficiency.

Qualifications & Experience

• 10+ years of experience leading administrative operations, office management, and support functions in a large project or corporate environment.
• Experience in providing administrative leadership and coordination within complex project environments, especially in infrastructure, construction, or mega projects.
• Knowledge of records management, document control, and administrative governance practices, ensuring compliance with standards.

Skills & Competencies

• Strong proficiency in Microsoft Office applications and administrative management systems, with the ability to quickly learn new software.
• Excellent verbal and written communication skills, with the ability to engage and build strong relationships with stakeholders.
• Leadership and team supervision capabilities, with the ability to motivate and guide administrative personnel.
• Strong problem-solving skills and a proactive approach to process improvement, identifying and implementing efficient solutions.
• Proven track record in managing multiple priorities and deadlines, demonstrating strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Experience in developing and implementing efficient administrative processes and procedures, driving operational excellence.