Secretary

Role overview

Responsibilities

• Provide secretarial and administrative support to the Project Manager and project management team.
• Manage calendars, meetings, appointments, correspondence, and daily priorities; coordinate stakeholder meetings.
• Prepare agendas, minutes, action trackers, follow-up reports, letters, memos, reports, presentations, and correspondence.
• Maintain action lists, project files, records, contact and distribution lists, organizational charts, and project directories.
• Coordinate correspondence distribution and work with engineering, construction, procurement, QA/QC, HSE, planning, commercial, HR, and document control.
• Support weekly and monthly reporting, dashboards, management presentations, and status updates; track deadlines and commitments.
• Coordinate client and ADNOC meetings, visits, presentations, inspections, workshops, and site events.
• Handle confidential information, follow up for timely responses, and arrange project management travel and logistics when required.
• Carry out administrative activities in accordance with company procedures, project requirements, and ADNOC standards; perform other assigned coordination duties.

Qualifications and experience

• Bachelor’s degree or diploma in Business Administration, Management, Secretarial Studies, or a related field.
• 7–20 years of relevant experience as a Project Secretary, Project Coordinator, Executive Secretary, or similar.
• Experience supporting a Project Manager, Project Director, Construction Manager, or senior project management team.
• At least 7 years in oil and gas, EPC, petrochemical, or plant construction projects is preferred; ADNOC and UAE experience are advantageous.
• Understanding of EPC or project construction environments and project documentation.

Skills and competencies

• Excellent knowledge of MS Office, particularly Word, Excel, PowerPoint, Outlook, and Teams.
• Strong skills preparing minutes, reports, presentations, trackers, correspondence, and management reports.
• Excellent written and verbal English communication; strong organization, coordination, follow-up, and time management.
• Ability to manage priorities under pressure, with confidentiality, professionalism, attention to detail, and ownership.

Project setting

• The project is described as a major oil and gas or plant construction project in the UAE.