Executive Secretary; Oil and Gas

We are seeking a highly organized and proactive Secretary with experience in the Oil & Gas, Engineering Services, or Industrial Solutions sector. The ideal candidate will provide comprehensive administrative and secretarial support to management, coordinate office operations, manage project-related documentation, and facilitate communication with clients, vendors, and internal stakeholders.

• Manage calendars, appointments, meetings, and travel arrangements for management.
• Prepare correspondence, reports, presentations, and meeting minutes.
• Screen and prioritize incoming emails, calls, and documents.
• Maintain confidential records and company files.

• Organize, maintain, and track project documentation and contracts.
• Ensure proper filing and version control of technical and commercial documents.
• Coordinate document submissions to clients and consultants.
• Monitor deadlines and follow up with relevant departments on pending documents.
• Assist in the preparation and submission of tenders, proposals, and prequalification documents.
• Compile company profiles, certifications, and supporting documentation required for bids.
• Coordinate with various departments to gather information for submissions.
• Act as a point of contact for clients, suppliers, and external stakeholders.
• Schedule meetings and coordinate communications between departments and customers.
• Follow up on quotations, purchase orders, contracts, and approvals.

• Manage office supplies, records, and administrative processes.
• Coordinate visa, travel, accommodation, and logistical arrangements when required.
• Support HR and finance teams with administrative documentation.

• Maintain company licenses, registrations, certifications, and other corporate documents.
• Ensure documentation complies with company and client requirements.
• Generate periodic administrative and management reports.

• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Document Management and Record Keeping
• Meeting Coordination and Minute Taking
• Business Correspondence Writing
• Tender and Proposal Documentation
• Calendar and Travel Management
• Data Entry and Reporting
• Stakeholder Communication
• Administrative Coordination
• Time Management and Multitasking

• High Attention to Detail
• Organizational Skills
• Confidentiality and Professionalism
• Problem-Solving Ability
• Initiative and Proactiveness
• Interpersonal Skills
• Ability to Work Under Pressure
• Deadline Management

• Bachelor's Degree or Diploma in Business Administration, Management, or a related field.
• Minimum 3-5 years of experience as a Secretary, Executive Assistant, or Administrative Coordinator.
• Prior experience in Oil & Gas, Engineering, Industrial Services, EPC, or Technical Solutions companies.
• Familiarity with tendering processes and project documentation is preferred.
• Strong English communication skills;
  Arabic is an advantage.

Candidates with experience supporting departments such as: