Executive Assistant To The Director Of Engineering (India/Philippines) REMOTE LOCATION

Hirani Engineering and Land Surveying, D.P.C. is seeking a highly organized and proactive Executive Assistant to the Director of Engineering. This fully remote role requires providing high-level administrative and coordination support, managing schedules, communications, and project documentation for the engineering function.

Responsibilities:

• Provide direct administrative support to the Director of Engineering
• Manage calendars, schedule meetings, and coordinate internal and external appointments across time zones
• Organize and track priorities, deadlines, action items, and follow-ups for the Director and engineering team
• Assist in the development of proposals and statements of qualifications (SOQs) by coordinating content, gathering project information, formatting submission materials, and helping ensure timely and accurate delivery
• Prepare meeting agendas, take meeting notes, and distribute clear action items
• Draft, format, and manage correspondence, reports, presentations, and internal documents
• Support the review, organization, and tracking of engineering documentation, including plans, reports, submittals, and project records
• Coordinate with internal departments, consultants, vendors, and project stakeholders to support workflow and communication
• Assist with document control, file organization, and maintaining accurate records for engineering projects and department activities
• Help monitor project milestones, deliverables, and status updates to ensure timely follow-through
• Support preparation of presentations, summaries, dashboards, and reports for leadership meetings
• Track invoices, budgets, or administrative project costs as assigned
• Assist with travel planning, scheduling logistics, and other executive support needs
• Maintain confidentiality and professionalism in handling sensitive business information

Requirements:

• Diploma or degree in Civil Engineering required
• 3+ years of experience in an Executive Assistant, Engineering Coordinator, Project Coordinator, or similar support role
• Strong understanding of engineering terminology, project documentation, and technical workflows
• Excellent verbal and written English communication skills
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• High attention to detail and ability to work independently in a remote environment
• Professional, resourceful, and proactive approach to problem-solving
• Prior experience supporting a director, senior leader, or executive preferred
• Experience supporting engineering, construction, infrastructure, or technical teams
• Familiarity with project coordination, document management, and engineering deliverables
• Strong proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Experience with scheduling platforms, virtual meeting tools, and collaboration systems such as Microsoft Teams or similar
• Ability to read and understand engineering drawings, reports, and technical documents is a plus
• Experience working with teams in the U.S. or supporting leadership across multiple time zones is strongly preferred