Executive Secretary - VP Office

job Announcement:
Executive Secretary - VP Office

A premier contracting organization operating under an established international group founded in 1977. The group provides comprehensive services across General Contracting, Heavy Equipment Rental, Local Staffing & Outsourcing, Overseas Recruitment, Project Support, and Oilfield Supplies.

To manage the executive office of the Vice President (VP) in terms of overall secretarial and administrative needs. The goal is to ensure that office affairs are handled at the highest level of efficiency, timeliness, and confidentiality to support overall leadership productivity.

• Executive Calendar & Agenda: Maintain the VP’s calendar, plan appointments, schedule meetings, and coordinate travel arrangements.
• Correspondence & Calls: Receive and screen incoming calls, handle/prioritize emails, packages, and official correspondence with fluent English communication.
• Confidentiality: Handle confidential documents ensuring strict security and discretion.
• Reports & Meetings: Prepare presentations, draft assigned reports, attend high-level meetings to take minutes, and follow up on VP-signed documents and action items.
• Office & Financial Administration: Prepare invoices, financial documents, assist with timekeeping, and monitor cost-effective office supplies.
• Record Keeping: Maintain organized electronic and paper records for easy accessibility.

• Education: Degree is essential (preferably in Business Administration or a related discipline). Diploma/Certificate in MS Office & ERP systems is preferred.
• Experience:
  • At least 2 years of proven experience as an Executive Secretary, Executive Assistant, customer-facing role, or similar administrative capacity.
  • Must have previous experience working with Training Institutes / Colleges / Higher Education Institutions.
  • Experience with in Oil & Gas / EPC companies or GCC region is an advantage.
• Language & Technical
  
  Skills:
  
  
  • Strong written and spoken English communication skills.
  • Proficiency in MS Office, ERP systems, basic accounting procedures, and office management techniques.
• Key
  
  Competencies:
  
  Integrity, confidentiality, excellent organization, time management, and problem-solving skills.