Virtual Assistant Philippines Jobs in Ridgewood, NJ

Job Title
Executive Assistant To The Director Of Engineering (India/Philippines) REMOTE LOCATION
Location
Hirani New York City Office - New York, NY 10001 US (Primary)
Job Type
Contract
Category
Architecture and Engineering
Travel
None
Job Description
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the Director of Engineering to provide high-level administrative and coordination support. This role is ideal for a candidate with a Civil Engineering diploma or degree who understands engineering terminology, project workflows, and technical documentation, and can effectively support a fast-paced engineering function.
The ideal candidate will serve as a strategic and administrative partner to the Director of Engineering, helping manage schedules, communications, documentation, reporting, meeting coordination, and follow-up on departmental priorities. This individual should be comfortable working with engineering-related documents, coordinating with technical teams, and supporting project and operational activities across multiple priorities.
KEY 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

Job Requirements
QUALIFICATIONS

• Diploma or degree in Civil Engineering required

• 3+ years of experience in an Executive Assistant, Engineering Coordinator, Project Coordinator, or similar support role

• Prior experience supporting a director, senior leader, or executive preferred

• 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

PREFERRED SKILLS

• 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

WORK ENVIRONMENT

• Fully remote role based in India or the Philippines

• Must have reliable internet connectivity and a professional remote work setup

• Flexibility to support U.S. business hours, as needed '

Salary: $4-$9 per hour