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