Secretary, Administrative​/Clerical

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

• 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

• 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.

• 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.

• 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