Project Manager Secretary

Project Manager Secretary Job Summary We are seeking a highly organized and professional Project Manager Secretary to provide comprehensive administrative and coordination support to the Project Manager on a major construction project. The successful candidate will be responsible for managing the Project Manager's daily schedule, correspondence, meetings, reports, documentation, follow\-ups, and coordination with internal departments, consultants, subcontractors, suppliers, and other project stakeholders. The role requires excellent organization, communication, confidentiality, attention to detail, and the ability to work effectively in a fast\-paced construction environment. Key Responsibilities 1\. Administrative Support to Project Manager \- Provide full administrative and secretarial support to the Project Manager. \- Manage the Project Manager's calendar, appointments, meetings, and daily schedule. \- Organize meetings, prepare agendas, coordinate attendees, and record minutes of meetings. \- Maintain a professional filing and documentation system for the Project Manager. \- Handle confidential and sensitive project information appropriately. \- Prepare daily priorities and follow\-up lists for the Project Manager. 2\. Project Correspondence \- Prepare, format, register, and distribute official project correspondence. \- Draft letters, emails, memos, notices, and other communications as instructed by the Project Manager. \- Maintain correspondence logs and follow up on outstanding responses. \- Coordinate incoming and outgoing correspondence with Document Control. \- Ensure important correspondence is escalated to the Project Manager promptly. 3\. Meeting \& Action Tracking \- Coordinate internal and external project meetings. \- Prepare meeting agendas and supporting documents. \- Attend meetings when required and prepare accurate Minutes of Meeting (MOM). \- Maintain an Action Tracker and follow up with responsible parties. \- Monitor deadlines and provide reminders to relevant team members. \- Highlight overdue actions to the Project Manager. 4\. Project Documentation \- Coordinate with Document Control to ensure proper filing and registration of project documents. \- Maintain organized records of: \- Project correspondence \- Meeting minutes \- Reports \- Approvals \- Submittals \- Consultant communications \- Client communications \- Contractor/subcontractor correspondence \- Management instructions \- Ensure documents are easily retrievable when required by the Project Manager. 5\. Project Coordination \- Coordinate with Engineering, Planning, Commercial/QS, Procurement, Construction, QA/QC, HSE, and Document Control teams. \- Follow up on requested information and deliverables on behalf of the Project Manager. \- Assist in coordinating project deadlines and management requirements. \- Support the Project Manager in preparing for client, consultant, and management meetings. 6\. Reports \& Presentations \- Assist in preparing weekly and monthly project reports. \- Collect required information from different departments. \- Prepare and format PowerPoint presentations, Excel reports, trackers, and management summaries. \- Maintain project dashboards and follow\-up trackers as required. \- Ensure reports are submitted within required deadlines. 7\. Communication \& Coordination \- Act as a professional point of contact for the Project Manager. \- Handle telephone calls, emails, and correspondence professionally. \- Coordinate communication between the Project Manager and project stakeholders. \- Ensure urgent matters are communicated immediately. \- Maintain a professional relationship with clients, consultants, subcontractors, suppliers, and internal teams. 8\. Follow\-Up \& Office Management \- Maintain a daily action and follow\-up list for the Project Manager. \- Track pending approvals, responses, submissions, meetings, and important deadlines. \- Assist with travel arrangements, site visits, accommodation, and meeting logistics when required. \- Maintain an organized Project Manager's office and administrative records. Required Qualifications \- Bachelor's Degree or Diploma in Business Administration, Office Administration, Secretarial Studies, or a related field. \- Minimum 3–5 years of experience as a Secretary, Project Secretary, Executive Secretary, or similar role. \- Previous experience in construction, engineering, MEP, infrastructure, or contracting companies is highly preferred. \- Strong experience supporting senior management or Project Managers. \- Excellent written and spoken English. \- Strong Microsoft Office skills, particularly: \- Microsoft Word \- Microsoft Excel \- Microsoft PowerPoint \- Outlook \- Strong document management and filing skills. Preferred Skills \- Experience with construction project documentation. \- Knowledge of project correspondence and document control procedures. \- Ability to prepare professional Minutes of Meeting. \- Strong follow\-up and coordination skills. \- Excellent time management and organizational skills. \- Ability to prioritize multiple tasks. \- Strong attention to detail. \- Professional communication and interpersonal skills. \- Ability to work under pressure and meet deadlines. \- High level of confidentiality and professionalism. Preferred Candidate Profile The ideal candidate should be: \- Highly organized and proactive. \- Fast and accurate in handling documents and correspondence. \- Confident communicating with senior engineers, consultants, subcontractors, and management. \- Strong in follow\-up and task tracking. \- Comfortable working in a busy construction project environment. \- Capable of identifying urgent matters and escalating them appropriately. \- Professional in appearance, communication, and conduct. Reporting Line Reports To: Project Manager Coordinates With: Project Management, Engineering, Planning, Commercial/QS, Procurement, Construction, QA/QC, HSE, Document Control, Consultants, Subcontractors, and Client Representatives. Pay: AED3,000\.00 \- AED5,000\.00 per month Application Question(s): * Are you willing to join immediately or within notice period? * Do you have experience of engineering work? Education: * Diploma (Required) Experience: * Construction: 4 years (Required) Work Location: In person