EXECUTIVE PROJECT ASSISTANT

DUTIES
• 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.

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.
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• 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.