Secretary

We are looking for an experienced Site Secretary / Secretary to Project Manager to provide high-level secretarial, administrative, coordination, and documentation support to the Project Manager and Project Management Team on a major Oil & Gas / Plant Construction project in the UAE. The ideal candidate should have proven experience supporting a Project Manager, Project Director, or senior project management team within EPC, Oil & Gas, Petrochemical, or large-scale industrial construction projects. Experience with ADNOC projects will be highly preferred. This is a site-based position requiring close coordination with the Project Manager, client, consultants, contractors, subcontractors, and various project departments. Key Responsibilities • Provide comprehensive secretarial, administrative, and coordination support to the Project Manager and project management team. • Manage the Project Manager’s calendar, meetings, appointments, correspondence, and daily priorities. • Coordinate and arrange client, consultant, contractor, subcontractor, and internal project meetings. • Prepare meeting agendas, Minutes of Meeting (MOM), action trackers, and follow-up reports. • Maintain and monitor the Project Manager’s action list and outstanding commitments, ensuring timely follow-up and closure. • Prepare, format, review, and maintain project letters, memos, reports, presentations, and official correspondence. • Coordinate incoming and outgoing project correspondence and ensure timely distribution to relevant stakeholders. • Maintain an organized filing system for project correspondence, reports, approvals, records, and other project documentation. • Coordinate with Engineering, Construction, Planning, Procurement, QA/QC, HSE, Commercial, HR, Document Control, and other project teams as required. • Assist in preparing weekly and monthly project reports, management presentations, dashboards, and project status updates. • Track key project deadlines, deliverables, approvals, meetings, commitments, and outstanding actions. • Support the Project Manager in coordinating client and ADNOC meetings, site visits, inspections, presentations, workshops, and management visits. • Coordinate arrangements for project meetings, workshops, site events, and client/management visits. • Follow up with project personnel and departments to obtain required information, reports, and responses within agreed timelines. • Maintain updated project contact lists, distribution lists, organizational charts, and project directories. • Assist with travel, accommodation, transportation, meeting rooms, and other logistical arrangements for project management personnel when required. • Handle confidential project, client, commercial, and management information with a high level of discretion. • Ensure all administrative and coordination activities comply with company procedures, project requirements, client requirements, and applicable ADNOC standards. • Perform other duties and project coordination activities assigned by the Project Manager / Project Director. Requirements: • 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 role. • Minimum 7 years of experience in Oil & Gas, EPC, Petrochemical, or Plant Construction projects is preferred. • Experience supporting a Project Manager, Project Director, Construction Manager, or senior project management team. • Previous experience on ADNOC projects will be highly advantageous. • Strong understanding of EPC/project construction environment and project documentation. • Excellent knowledge of MS Office, particularly Word, Excel, PowerPoint, Outlook, and Teams. • Strong skills in preparing MOMs, reports, presentations, trackers, correspondence, and management reports. • Excellent written and verbal English communication skills. • Strong organizational, coordination, follow-up, and time-management skills. • Ability to manage multiple priorities and work effectively under pressure. • High level of confidentiality, professionalism, attention to detail, and ownership. • UAE experience, particularly within ADNOC Oil & Gas projects, will be preferred. Preferred Candidate Profile: Candidates with 7–20 years of experience in ADNOC/EPC Oil & Gas plant construction projects, currently or previously supporting a Project Manager/Project Director, will be strongly preferred. Experience in large-scale plant construction, brownfield/greenfield, EPC, or major infrastructure projects is an advantage. Key Competencies • Project Management Support • Executive & Project Secretarial Skills • Project Coordination • Document & Correspondence Management • Meeting & MOM Management • Action/Follow-up Tracking • Client & Stakeholder Coordination • Reporting & Presentation Preparation • MS Office Proficiency • Communication & Interpersonal Skills • Time Management & Organization • Confidentiality & Professionalism