Executive Assistant

Company DescriptionDivision9 is a dynamic company specializing in construction, interior architecture, fit-out services, and project management for residential, corporate, and commercial spaces. We provide innovative construction solutions and reliable project and site management services to our clients, driven by our commitment to quality and customer satisfaction.Role DescriptionThis is a full-time on-site role for an Executive Assistant at Division9Key ResponsibilitiesExecutive & Personal SupportProvide full administrative and personal assistance to the managers.Manage calendars, meetings, reminders, follow-ups, and daily priorities.Support in preparing reports, contracts, policies, procedures, presentations, correspondence, and internal communications.Act as a key point of contact between management and internal/external stakeholders.Prepare, review, and organize contracts, agreements, and official documents.Administration & Office ManagementOversee office administration, filing systems, contracts, and company records.Ensure compliance with company policies, procedures, and documentation standards.Assist with bank-related coordination, documentation, follow-ups, transactions, and approvals.Assist with visa / residency processing and renewals when required.Coordinate with legal advisors, lawyers, and government authorities when needed.Manage logistics including the company driver’s routing, daily schedule, and assignments.Ensure efficient transportation planning for staff, documents, deliveries, and materials.Prepare reports, maintain records, and support management in operational planning.Coordinate meetings, company events, and internal activities.Business Development Support: Assist with proposal preparation, presentations, and client follow-ups.Marketing Support: Assist with marketing activities including social media coordination, content support, branding materials, and event preparation.Human Resources Support: Assist with recruitment, employee records, attendance, leave tracking, HR documentation and policy implementation.Engineering & Project / Procurement SupportAssist in organizing project documentation, drawings, BOQs, and approvals.Coordinate with engineers, site teams, and suppliers to support project timelines.Track project-related correspondence and follow-ups.Coordinate with accounting/finance regarding invoices, payments, petty cash, and expense tracking.Prepare and issue procurement requests and work orders.Coordinate with suppliers, subcontractors, and internal teams for materials and services.Follow up on purchase orders, delivery schedules, and approvals.Maintain records of quotations, purchase orders, and supplier documentation.QualificationsBachelor’s degree in Business Administration, Human Resources, or a related field.Minimum 5 years of experience in administration / HR / office management, preferably in construction, engineering, or contracting companies.Strong knowledge of HR procedures, administration, procurement, and office operationsGood knowledge of labor law, payroll basics, and personnel management is a plus.Highly organized, detail-oriented, and able to prioritize multiple tasks under pressure.Very good command of English (written and spoken).Proficiency in MS Office (Excel, Word, PowerPoint).The ideal candidate will have significant experience in HR operations and office administration, with expertise in recruitment, payroll, personnel management and performance appraisals.Demonstrates leadership qualities and the ability to guide teams effectively.Maintains high standards of integrity, confidentiality, and ethical behavior.Proactively identifies areas for improvement in HR and administration processes.Aligns with the company’s culture, promoting engagement, collaboration, and a strong sense of ownership among staff.Able to handle complex tasks, multi-tasking, and ensure timely delivery of HR and administrative responsibilities.