Personal Assistant To the Project Director - DCTL Corporate

We are seeking a highly organized and proactive Personal Assistant to the Project Director to provide comprehensive administrative, coordination, and project support. The ideal candidate should have prior experience working in the EPC, Chemical, Petrochemical, Oil & Gas, Fertilizer, or Heavy Engineering sector and possess strong skills in executive coordination, project documentation, stakeholder communication, and schedule management.

The role requires close interaction with project teams, contractors, consultants, vendors, and senior management to ensure smooth execution of project-related activities.

Key Responsibilities:

Executive Support

• Manage the Project Director's calendar, appointments, meetings, and travel schedules.
• Organize and coordinate internal and external meetings.
• Prepare meeting agendas, presentations, MOMs (Minutes of Meetings), and action trackers.
• Screen and prioritize communications, emails, and correspondence.

Project Coordination

• Support the Project Director in monitoring project activities and milestones.
• Track project progress and follow up on action items with various departments.
• Coordinate with Engineering, Procurement, Construction, Contracts, and Project Control teams.
• Maintain project documentation, reports, and records.

Stakeholder Management

• Liaise with consultants, contractors, vendors, government authorities, and internal stakeholders.
• Ensure timely communication between the Project Director and project teams.
• Coordinate reviews, project updates, and management meetings.

Documentation & Reporting

• Prepare weekly and monthly project reports, dashboards, and presentations.
• Maintain confidential records and project files.
• Compile data from different functions and prepare executive summaries.
• Assist in tender, contract, and project correspondence management.

Administrative Support

• Organize travel, accommodations, and expense reports.
• Handle office administration related to the Project Director's activities.
• Maintain confidentiality of strategic project information.

Required Qualifications:

• Bachelor's Degree in Engineering, Business Administration, Commerce, or related discipline.
• Additional certification in Executive Assistance or Project Management will be preferred.

Experience:

• 8-10 years of experience as Executive Assistant/Personal Assistant to senior leadership.
• Minimum 5 years of experience in EPC, Chemical, Petrochemical, Oil & Gas, Refinery, Fertiliser, or Heavy Engineering projects.
• Experience supporting Project Directors, Project Heads, or Senior Project Management teams is preferred.

Technical Skills:

• Excellent knowledge of EPC project documentation.
• Familiarity with project execution lifecycle.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience in preparing project dashboards and MIS reports.
• Knowledge of SAP, ERP systems, or document management tools is advantageous.

Soft Skills:

• Strong communication and interpersonal skills.
• Excellent organization and multitasking ability.
• Ability to work under pressure and manage multiple priorities.
• High level of professionalism and confidentiality.
• Strong follow-up and coordination skills.

Preferred Candidate Profile:

• Experience working on large-scale Greenfield or Brownfield chemical manufacturing projects.
• Exposure to Engineering, Procurement, and Construction activities.
• Ability to interact with senior management, project consultants, and contractors.
• Strong project coordination and stakeholder management capabilities.
• Willingness to travel to project sites when required.

Key Competencies:

• Executive Coordination
• Project Administration
• EPC Project Support
• Documentation Control
• Stakeholder Management
• MIS Reporting
• Calendar & Travel Management
• Communication & Follow-up Management