Executive Assistant at Proconics

Purpose

• To deliver a broad range of services and ensure the efficient and effective administrative support of the Engineering, Project Management Office, and the Construction Management Office Directors.
• The role also upholds high standards of professionalism, efficiency, clear communication, discretion, and confidentiality.

Requirements

• Assist in managing and organising the Executive’s calendar or diary by scheduling appointments, meetings, engagements, and daily activities, including running errands.
• Manage and coordinate travel for both business and personal arrangements.
• Assist in screening calls, email, transmittals, and visitors.
• Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes.
• Assist the Executive in following up with action on matters which fall within the Executive’s office – chasing responses, triggering follow-up action.
• Coordinate onsite meetings, lunch-on, coffees, in-house events.
• Maintain Executive’s office systems, including data management and filing.
• Maintain records of Executive’s contacts.
• Manage arrangements for Steering Committees/Operations meetings, including preparing and distributing the agenda and meeting packs.
• Coordinate the hosting of in-house events.
• Perform variety of office and personal errands.
• Responsible for any other duties as may reasonably be required by the Executive.
• Conduct ad-hoc research when required.

Qualifications/Experience

• PA or Office Administration qualification.
• Finance qualification will be an added advantage
• 3-5 years’ experience as an Executive or Personal Assistant.
• Previous work experience as an Executive Assistant or PA in EPC industry will be an added advantage.
• Excellent communication skills (written and verbal).
• Extremely detail-oriented to ensure accuracy and quality across all tasks.
• Excellent people skills.
• Creative problem solving.
• Must be flexible and willing to work extra time during busy times.
• Must demonstrate a can-do attitude.
• Must be able to complete tasks thoroughly and accurately, sometimes with little direction.
• Previous experience in handling travel arrangements.
• Ability to read and interpret various documents.
• Ability to speak effectively among executives, clients, customers, and employees.
• Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.
• High level of interpersonal skills to interact with co-workers and executives.
• Ability to problem solve and follow through on a variety of tasks.
• Ability to work on business and personal items interchangeably.
• Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
• Must have reliable vehicle.
• Knowledge of standard software packages of Microsoft and the ability to learn company-specific software if required.
• Applications are open to all gender.

Personal attributes

Ethics:

• High regard for confidentiality.
• Works with integrity.
• Upholds organisational values.

Dependability:

• Follows instructions.
• Responds to management direction.
• Results oriented and committed to achieving objectives and tasks as required.
• Teamwork and Collaboration:
• Exhibits objectivity and openness to others’ views.
• Gives and welcomes feedback.
• Contributes to building a positive team spirit.
• Communicates effectively.

Professionalism:

• Approaches others in a tactful manner.
• Reacts well under pressure.
• Treats others with respect and consideration.
• Accepts responsibility for own actions.

Organisational Support:

• Follows policies and procedures.
• Completes administrative tasks correctly and on time.
• Supports organisation’s goals and values.

Quality Support:

• Looks for ways to improve and promote quality.
• Demonstrates accuracy and thoroughness.

Closing date

• 31 July 2025