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Technical Executive Assistant

2 months ago

Manila, National Capital Region, Philippines R-II Builders Inc. Full time

The Technical Executive Assistant provides high-level administrative support to executives in a technical or engineering-focused organization. This role requires a blend of technical knowledge and administrative skills to efficiently manage executive schedules, coordinate projects, and facilitate communication within and outside the organization.

Key Responsibilities:

Administrative Support:

Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements.

Prepare and edit correspondence, reports, presentations, and other documents as needed.

Handle confidential information with discretion and integrity.

Technical Coordination:

Assist with technical project management by tracking progress, deadlines, and deliverables.

Coordinate technical meetings, including setting agendas, preparing materials, and documenting minutes.

Liaise with technical teams to ensure smooth execution of projects and address any issues that arise.

Communication Management:

Serve as the primary point of contact between executives and internal/external stakeholders.

Screen and prioritize communications, including phone calls, emails, and other correspondence.

Draft and send communications on behalf of executives.

Data and Information Management:

Organize and maintain executive files and records, ensuring they are easily accessible and up-to-date.

Assist in data analysis and reporting, providing insights and summaries as required.

Manage technical documentation and ensure proper storage and accessibility.

Project Assistance:

Support the planning and execution of technical projects and initiatives.

Track project milestones and assist in resource allocation.

Provide regular updates and status reports to executives.

Meeting and Event Coordination:

Organize and coordinate technical meetings, conferences, and events, including logistics and follow-up.

Prepare meeting materials, agendas, and action items.

Ensure all technical resources and equipment are prepared and functional for meetings.

Qualifications:

Education: Bachelor's degree in Bachelor of Science in Civil Engineering, Mechanical Engineering, Industrial Engineering, or a related field preferred.Experience: Minimum of 3-5 years of experience in an executive assistant or administrative role, preferably within a technical or engineering environment.Technical Skills: Proficiency in technical software and tools, such as project management platforms (e.g., Jira, Asana), and understanding of technical terminology.Administrative Skills: Strong organizational and multitasking abilities, with excellent attention to detail.Communication: Exceptional written and verbal communication skills.Problem-Solving: Ability to anticipate needs, prioritize tasks, and address issues proactively.Confidentiality: High level of discretion and ability to handle sensitive information.

Personal Attributes:

Proactive: Takes initiative and anticipates the needs of executives.Adaptable: Flexible and able to thrive in a fast-paced, dynamic environment.Collaborative: Works well with technical teams and other stakeholders.Tech-Savvy: Comfortable with new technologies and tools relevant to the role.