Executive Assistant à United States

The responsibilities of the Administration Assistant include, but are not limited to :

Document Control :

• Establish, maintain, and manage document control systems in compliance with company standards.
• Receive, register, distribute, and archive project documentation (drawings, technical documents, contracts, reports, correspondence).
• Track document revisions, approvals, and submissions to ensure accuracy and version control.
• Prepare and maintain logs, registers, and reports on document status for the Division Director.
• Liaise with project teams, consultants, and clients to ensure timely submission and receipt of documents

Secretarial & Administrative Support :

• Manage the Division Director’s calendar, appointments, and travel arrangements.
• Draft, review, and format letters, memos, reports, and presentations.
• Screen calls, emails, and correspondence, ensuring urgent matters are prioritized.
• Organize meetings, prepare agendas, and take minutes when required.
• Handle confidential information with professionalism and discretion.

Coordination & Communication :

• Act as the point of contact between the Division Director and internal / external stakeholders.
• Follow up on pending tasks, correspondence, and deliverables.
• Support the preparation of tender submissions, project progress reports, and executive presentations.
• Coordinate with HR, Finance, Procurement, and Project Managers to streamline processes and provide updates to the Director.

Diploma or Bachelor’s degree in Business Administration

Experience in similar business for at least 5 years

Good communication and team working skills

Strong organizational and multitasking abilities

The ability to work to tight deadlines

Logical thinking and being able to analyze details.

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

Reporting skills.