Senior Executive - Project

JOB PURPOSE

We are seeking a highly organized, detail-oriented, and proactive Senior Project Executive /Administrator to support our project management team in coordinating, planning, and executing projects.

The main responsibility of this role is project administration - ensuring accurate documentation, coordination, and smooth project operations. The role also requires the ability to take on selected project executive-level support tasks, such as assisting in project tracking, reporting, and stakeholder coordination.

The successful candidate must demonstrate strong skills in Microsoft Excel, adaptability with different software tools, and a positive, solutions-focused attitude.

KEY RESULT AREAS / RESPONSIBILITIES

Project Coordination and Support

• Support Project Managers in planning and executing project activities.
• Coordinate project tasks and schedules to align with project timelines and deliverables.
• Organize project meetings, prepare agendas, and take accurate minutes.
• Proactively anticipate administrative requirements to keep projects moving efficiently.

Documentation and Record Keeping

• Maintain well-structured and accurate project documentation (plans, reports, correspondence).
• Ensure systematic filing and accessibility of documents for the team.
• Track project changes and maintain updated records.

Communication

• Act as a point of contact for project stakeholders, providing timely updates and responses.
• Facilitate effective communication and coordination across the project team.
• Draft and distribute clear, well-presented project communications and reports.

Budget and Financial Administration

• Assist in preparing and monitoring project budgets.
• Track and reconcile project expenses against allocations.
• Support procurement processes and maintain resource schedules.

Risk & Quality Support

• Maintain risk registers and follow through on mitigation tracking.
• Support implementation of project quality standards.
• Conduct accuracy and presentation checks on deliverables before submission.

REQUIRED COMPETENCIES

• • Strong Microsoft Excel proficiency (data tracking, formulas, formatting, conditional formatting).
  • Comfortable working with various software tools and able to learn new systems quickly.
  • Highly organized, detail-oriented, and thorough.
  • Fast, responsive, and able to manage multiple priorities under deadlines.
  • Professional written and verbal communication skills.
  • Positive, proactive, and solutions-focused attitude.
  • Able to work independently and collaboratively with different stakeholders.

MINIMUM QUALIFICATION

Education: Diploma/bachelor's degree in business administration, Engineering, Project Management, or a related field and at least 2-3 years of experience in a project administration or coordination role.

RELATED EXPERIENCE

• Strong proficiency in MS Office Suite (especially Excel, Word, PowerPoint, Visio) and collaboration tools (e.g., MS Teams).
• Experience in project documentation, reporting, and coordination.
• Digitally savvy with openness to adopting AI-enabled and productivity tools to improve work efficiency and accuracy.
• Knowledge of budgeting and financial tracking principles.
• Familiarity with project management software (e.g., MS Project) is an advantage.
• (Optional but beneficial) Exposure to AutoCAD or equivalent software.