1. Details on Specific Tasks, Tools Used, and Complexity
The Executive Project Assistant position is both dynamic and integral to the smooth functioning of our projects, consulting work, and administrative operations. The role supports the Managing Director of the company and various teams both internal and external to the firm — from engineers, architects, subcontractors, and project managers to human resources. It is also critical to the Managing Director in ensuring timely and efficient coordination of legal matters with our external legal counsel. Here’s a breakdown of the tasks:
• Preparing project fee proposals and scopes of work The executive project assistant works closely with the managing director and project managers to draft proposals and scopes of work based on client needs and internal resource planning. This requires proficiency with Excel and Word. While the task itself is not highly technical, it demands accuracy, critical thinking, and effective communication.
• Responding to RFPs and SOQs This task is a collaborative effort with our team, contractors, and subconsultants. The executive project assistant helps put together clear, professional proposal documents using tools like Microsoft Word, PowerPoint, and Canva. It also requires experience and ability to draft qualification statements utilizing federal form SF-330 and similar forms. These documents are time-sensitive and often require pulling together input from multiple people and sources under pressure.
• Monitoring project schedules and analyzing performance The executive project assistant supports schedule tracking using tools like Microsoft Project or simple Gantt charts in Excel. They help flag scheduling issues, analyze staff workload, and review project costs — contributing valuable insights that inform team decisions while also participating on team discussions to improve project schedules development, monitoring, and tracking by establishing baseline schedules and tracking project progress to identify potential work slippage (delays) and ways to improve work schedule recovery
• Day-to-day coordination with Project Managers This is one of the more fluid aspects of the role. The assistant helps with meeting coordination, project tasks follow-ups, document preparation, and ensuring everyone stays on track. Project managers rely on this support to keep projects moving forward smoothly.
• Helping develop and update personnel policies In coordination with managing director and external legal counsels, the executive project assistant helps draft and refine internal policies. The executive project assistant is responsible for ensuring our policies remain current with both U.S. and CNMI regulations.
• Managing hiring processes and labor documentation The executive project assistant plays a key part in organizing job postings, screening documents, scheduling interviews, and preparing hiring paperwork. They ensure that everything is complete and properly filed in accordance with federal and local requirements.
• Coordinating immigration-related tasks This includes collecting required documentation for CW and H1B visa applications, working with immigration attorneys, and helping ensure our international employees are supported and compliant. It’s a detail-oriented process that involves frequent communication with government agencies and legal counsel.
2. Decision-Making and Supervisory Scope
• Budget Responsibilities The Executive Project Assistant does not have direct authority to approve or manage budgets due to liability reasons, but may from time to time be given very limited authority to do so but on a case to case and limited basis. However, this position is deeply involved in preparing fee proposals and monitoring cost performance. The executive project assistant’s work directly supports budgetary decisions made by the managing director.
• Supervisory Responsibilities This role does not include formal supervision of full-time staff. That said, the assistant may coordinate the work of interns or administrative support staff when needed.
· Manage and draft correspondence on behalf of the Managing Director.
· Assist in preparing project fee proposals, scopes of work, and related project documentation.
· Collaborate with the engineering team to prepare responses for Requests for Proposals (RFPs), Statements of Qualifications (SOQs), and other business proposals.
· Support the preparation and monitoring of project schedules, balancing staff resources, and analyzing project cost performance.
· Coordinate with Project Managers on day-to-day tasks essential for project execution.
· Ensure proper documentation and organization for design and construction management projects.
· Facilitate communication and coordination between design teams, sub-consultants, and clients.
· Assist in developing and implementing company personnel policies in compliance with federal and local regulations.
· Manage hiring processes and preparation of labor documentation for USA and CNMI regulations.
· Coordinate with legal counsel and immigration agencies to meet employee immigration requirements, including CW and H1B visas and foreign passport documentation.
Organize and manage staff travel itineraries and schedules.
