You will be required to travel 3 – 4 days per week to site in Durban and be in the Kloof office 1-2 days a week.
Our client, a well-established Engineering Consultancy, is seeking a highly organised, proactive, and adaptable Executive Project Administrator to provide comprehensive administrative and project support to senior management and project teams.
This role is ideal for a professional who thrives in a fast-paced environment, enjoys coordinating multiple priorities, and can confidently engage with contractors, consultants, and clients. The successful candidate will play a critical role in ensuring the smooth administration of projects and daily business operations.
Key Responsibilities
Project and Meeting Administration
- Coordinate, schedule, and administer meetings and project-related engagements.
- Arrange meeting logistics, venues, virtual meeting platforms, and supporting documentation.
- Attend meetings, take accurate minutes, and transcribe meeting discussions where required.
- Distribute meeting minutes, action items, and follow-up communications.
- Track and monitor outstanding actions to ensure deadlines are met.
Executive and Administrative Support
- Provide comprehensive diary management and scheduling support.
- Manage correspondence, professional communications, and documentation.
- Prepare reports, presentations, letters, and professional correspondence.
- Maintain electronic filing systems and ensure documentation is accurately stored and easily accessible.
- Assist with project administration and general office coordination.
Professional Registration and Compliance Administration
- Manage and maintain the Project Manager’s professional registration records.
- Capture, monitor, and submit Continuing Professional Development (CPD) points through relevant professional body portals.
- Ensure all professional compliance records are current and accurately maintained.
Timesheet and Payroll Administration
- Prepare, update, and submit timesheets and payroll claims accurately and within required deadlines.
- Assist with project reporting and administrative tracking requirements.
Stakeholder Liaison
- Communicate professionally and confidently with Contractors, Consultants, Clients, and other stakeholders.
- Build and maintain positive working relationships across project teams.
- Support a collaborative and productive working environment.
Minimum Requirements
- Advanced proficiency in Microsoft Office 365, including:
- Excel
- Word
- PowerPoint
- Outlook
- Teams
- OneDrive
- SharePoint
- Proven experience in a senior administrative, project coordination, or executive support role.
- Excellent written and verbal communication skills.
- Strong organisational and time management abilities.
- Ability to manage multiple priorities simultaneously while maintaining attention to detail.
- Valid driver’s licence and own reliable transport.
- Previous experience within the construction, engineering, or built environment sector will be advantageous.
Personal Attributes
- Highly organised and detail-oriented.
- Positive, professional, and approachable demeanour.
- Confident communicator with strong interpersonal skills.
- Self-motivated and capable of working independently.
- Reliable, adaptable, and able to perform effectively under pressure.
- Strong problem-solving and administrative coordination abilities.
- Team player who contributes positively to workplace culture.
- Able to maintain strict confidentiality and professionalism at all times.
- Flexible and willing to work extended hours when project requirements demand.