Executive Administrative Assistant

Company Overview

VINCI Construction Grands Projets develops and delivers complex civil engineering infrastructure projects across the globe, covering areas such as transport networks, major buildings, energy infrastructure, and hydraulic and environmental works. The organization combines advanced engineering know-how with strong project management to execute large, technically challenging assignments. It works with local partners to create solutions suited to regional needs and to support sustainable development. The company is focused on building lasting value for communities and end users through infrastructure that creates meaningful social and environmental impact. Employees work in an international, performance-focused setting that emphasizes innovation, safety, and accountability.

Role Summary

This full-time, on-site position in Montego Bay supports senior leadership by keeping daily executive operations organized and efficient. The Executive Administrative Assistant will oversee calendars, arrange meetings, coordinate travel, and manage both internal and external appointments. The role also involves drafting and formatting correspondence, presentations, reports, and meeting documents, while keeping electronic and paper filing systems accurate and up to date. The assistant will manage incoming calls and emails with discretion, review and prioritize requests, and help ensure responses are delivered on time.

In addition, the role includes coordinating meetings and events, recording meeting minutes, monitoring action items, working with internal teams and outside partners, and supporting expense reporting and basic administrative tracking. A strong focus on confidentiality, proactive support, and maintaining a highly organized office environment is essential.

Responsibilities

• Manage executive calendars and coordinate appointments, meetings, and travel plans.
• Prepare, format, and organize correspondence, presentations, reports, and meeting documents.
• Maintain both digital and physical filing systems with accuracy and consistency.
• Answer calls and emails professionally, while screening and prioritizing requests.
• Support meeting and event planning, including minutes and follow-up tracking.
• Coordinate with internal departments and external stakeholders as needed.
• Assist with expense reports and basic administrative reporting.
• Protect sensitive information and provide dependable support to senior leaders.

Requirements

• Background in administrative support, especially calendar coordination, meeting organization, and travel booking.
• Prior experience assisting executives or senior leaders with confidential and time-sensitive tasks.
• Strong telephone manner and excellent written and verbal communication abilities.
• Good clerical capability, including document handling, filing, data entry, and records upkeep.
• Comfort using office productivity software such as MS Office or similar tools, along with digital collaboration platforms.
• Highly organized with strong attention to detail and the ability to juggle several priorities and deadlines.
• Proven discretion, integrity, and responsible handling of confidential information.
• Experience in construction, engineering, or major infrastructure environments is beneficial.
• Post-secondary study in Business Administration, Office Management, or a related discipline, or equivalent professional experience.

Additional Information

This is a full-time onsite role based in Montego Bay, Saint James, Jamaica. The position calls for a dependable professional who can anticipate executive needs, keep operations running smoothly, and contribute to a structured and efficient workplace.