Executive Assistant

• Global engineering consultancy with genuine career growth opportunities
• Be a part of shaping our business and driving innovation initiatives.
• Pivotal relationship-driven role across the Middle East

About SJ

Surbana Jurong Group is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future.

Headquartered in Singapore, the group has a global talent pool of 16,000 in Surbana Jurong and its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, and SMEC, based in more than 120 offices in over 40 countries. They include architects, designers, planners, engineers, facilities managers, and other specialists driven by progressive thinking and creative ideas to shape a better future.

A global urban, infrastructure, and managed services consulting firm with over 70 years of track record in successful project delivery, Surbana Jurong has built more than a million homes in Singapore, created master plans in more than 60 countries, and developed over 100 industrial parks globally.

The role

The Executive Assistant provides high-level administrative and operational support to the Regional Lead, Executive Director, and Operations Director. Acting as the primary point of contact for internal and external stakeholders, this role ensures seamless coordination of schedules, communications, and project deliverables. The Executive Assistant serves as a representative of senior management, upholding professionalism, discretion, and efficiency in all interactions. This position plays a pivotal role in fostering a collaborative team environment and supporting the business's strategic and operational objectives.

• Act as a representative of senior management, ensuring professionalism and discretion in all internal and external communications.
• Manage and maintain accurate and up-to-date calendars for senior management with high-level diary management.
• Update and maintain client contact lists for reporting managers.
• Assist in the preparation of submissions, fee proposals, and expressions of interest.
• Type and format various documents, including letters, reports, and fee proposals.
• Provide comprehensive administrative and secretarial support to the Managing Director and Operations Director.
• Handle general office tasks such as photocopying, binding, and filing.
• Organize meetings (internal and external), including preparation and distribution of agendas and taking minutes.
• Coordinate travel and accommodation arrangements and distribute itineraries.
• Provide client liaison and business development support as needed.
• Prepare materials for internal and external presentations and communications.
• Support reporting managers with ad hoc tasks, including timesheet and leave submissions, expense claims, and approval processes.
• Assist visiting senior staff with logistical and administrative needs.
• Prepare and type routine correspondence, reports, and fee proposals.
• Record and maintain minutes of meetings.
• Create and maintain a team environment within the Dubai office in collaboration with company leadership.
• Maintain an up-to-date UAE and KSA client database.
• Ensure proper filing and archiving of project documents.
• Scan and organize business cards for easy access and reference.
• Support MENA marketing and business development efforts, including research, event coordination, advertising, and public relations.
• Update and maintain administrative procedures, templates, and promotional materials.

Skills/Knowledge

• Minimum of Diploma in Secretarial Studies or equivalent
• Minimum 3 years of experience in a similar role, preferably within an engineering or construction background.
• High-level verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite and other relevant computer applications.
• Strong organizational and time management abilities.
• Ability to manage multiple tasks with a high level of accuracy and attention to detail.
• Proficiency in coordinating travel, preparing materials, and managing calendars.

In return, SJ Group offers you the benefits that come from working in a global multidisciplinary consultancy in an environment where your fresh ideas and enthusiasm will be welcomed and rewarded.