XTN-A205173 | EXECUTIVE ASSISTANT

 
This role ensures the smooth internal business operations and project execution for our clients including - execution of project logistics, document control, procurement coordination, scheduling, and communication between field, office and sr Project Managers at Athena Blue. 

HMO on Day 1 plus 1 free dependent
Group Life Insurance 
Unused leave monetization
Fixed weekends off

Administrative Duties 
• Administrative support – Assist Head Namer and MD on admin tasks 
• Travel management - Assist with travel coordination and booking and event planning for global team 
• Insight decks – Assist in compiling decks and reports based on content from team 
• SharePoint management – audit and ensure files are saved correctly. Look for simplicity and improvements. 
• Meeting management - Prepare meeting agendas, send invites, record minutes, and distribute action items to relevant parties 
including follow-ups. 
• Platform management – audit and seek info from team members on our platforms (Harvest / Forecast, Pipedrive, Smartsheet, 
SharePoint) 

Project Coordination Duties 
• Support the Project Management team in developing, updating, and monitoring construction schedules, progress reports and other 
administrative tasks 
• Communicate with subcontractors, suppliers, and consultants to confirm scope alignment and delivery expectations. 
• Coordinate procurement of OFI, ensuring suppliers meet project timelines and specifications. 
• Prepare and update logs (RFIs, submittals, change orders, site instructions, punch lists, etc.). 

Key Performance Indicators

1. Project Documentation Accuracy & Timelines 
1.1. 95% of project documents submitted accurately and on time  
 
2. Procurement & Material Delivery Performance 
2.1 95% of materials procured and delivered by the agreed deadline  
 
3. Milestone Tracking & Reporting Accuracy 
3.1 Accuracy of project milestone reporting measured against actual progress (target: 98%+). 
3.2 Milestone updates submitted by required reporting dates (target: 100%). 
 
4. Cross-Team Communication Quality 
4.1 Stakeholder satisfaction score for communication clarity and consistency (target: 4.5/5). 
4.2 Response time to internal queries (target: within 24 hours). 
 
5. Safety & Compliance Adherence 
5.1 Compliance rate with safety and administrative requirements (target: 100%). 
5.2 Number of non-conformances or corrective actions required (target: zero or continuous reduction QoQ).  

•    Strong understanding of construction documentation and project workflows.
•    Excellent organizational, communication, and multitasking skills.
•    Proficiency in Microsoft products. 
•  Knowledge of Pipedrive, Smartsheet, Harvest / Forecast and project management 
tools (e.g., Procore, Buildertrend, or PlanGrid) are a bonus
•    Financial literacy (cost coding, invoicing, purchase orders).
•    Ability to read and interpret drawings and specifications (General understanding of 
contruction projects)

Understanding AI
Using AI Agent
Working experience in using platform coding to Create workflows  (preference)