Job Description
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the Director of Engineering to provide high-level administrative and coordination support. This role is ideal for a candidate with a Civil Engineering diploma or degree who understands engineering terminology, project workflows, and technical documentation, and can effectively support a fast-paced engineering function. The ideal candidate will serve as a strategic and administrative partner to the Director of Engineering, helping manage schedules, communications, documentation, reporting, meeting coordination, and follow-up on departmental priorities. This individual should be comfortable working with engineering-related documents, coordinating with technical teams, and supporting project and operational activities across multiple priorities. KEY RESPONSIBILITIES Provide direct administrative support to the Director of Engineering Manage calendars, schedule meetings, and coordinate internal and external appointments across time zones Organize and track priorities, deadlines, action items, and follow-ups for the Director and engineering team Assist in the development of proposals and statements of qualifications (SOQs) by coordinating content, gathering project information, formatting submission materials, and helping ensure timely and accurate delivery Prepare meeting agendas, take meeting notes, and distribute clear action items Draft, format, and manage correspondence, reports, presentations, and internal documents Support the review, organization, and tracking of engineering documentation, including plans, reports, submittals, and project records Coordinate with internal departments, consultants, vendors, and project stakeholders to support workflow and communication Assist with document control, file organization, and maintaining accurate records for engineering projects and department activities Help monitor project milestones, deliverables, and status updates to ensure timely follow-through Support preparation of presentations, summaries, dashboards, and reports for leadership meetings Track invoices, budgets, or administrative project costs as assigned Assist with travel planning, scheduling logistics, and other executive support needs Maintain confidentiality and professionalism in handling sensitive business information QUALIFICATIONS Diploma or degree in Civil Engineering required 3+ years of experience in an Executive Assistant, Engineering Coordinator, Project Coordinator, or similar support role Prior experience supporting a director, senior leader, or executive preferred Strong understanding of engineering terminology, project documentation, and technical workflows Excellent verbal and written English communication skills Strong organizational skills with the ability to manage multiple priorities and deadlines High attention to detail and ability to work independently in a remote environment Professional, resourceful, and proactive approach to problem-solving PREFERRED SKILLS Experience supporting engineering, construction, infrastructure, or technical teams Familiarity with project coordination, document management, and engineering deliverables Strong proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook Experience with scheduling platforms, virtual meeting tools, and collaboration systems such as Microsoft Teams or similar Ability to read and understand engineering drawings, reports, and technical documents is a plus Experience working with teams in the U.S. or supporting leadership across multiple time zones is strongly preferred WORK ENVIRONMENT Fully remote role based in India or the Philippines Must have reliable internet connectivity and a professional remote work setup Flexibility to support U.S. business hours, as needed ' Salary: $4-$9 per hour