Executive Secretary

Specialized skills in the construction sector (Industry-Specific Skills)

• Understanding of engineering terminology: Familiarity with basic terminology used among engineers such as submittals, change orders, and RFIs.
• Handling technical documents: Ability to sort and classify essential project documents such as RFIs and submittals.
• Understanding project life cycle: Knowledge of the administrative differences between the bidding phase, execution phase, and final delivery phase.
• Interacting with external parties: Proficiency in communicating with consultants, owners, governmental entities, and subcontractors.

• Electronic document management systems: Proficient in working with document management systems (DMS) to ensure no loss of drawings and technical correspondence.
• Advanced office software: Expertise in using MS Word for official correspondence, and MS Excel for budgeting and tracking project expenses.
• ERP systems: Experience with cloud-based systems (such as SAP, Oracle, or Zoho) used in the company for managing operations.
• Digital communication management: Professional interaction with institutional email and organizing meetings via online platforms (Teams, Zoom).

• Time and priority management: Balancing tasks between urgent requests for the construction site and the daily schedule for the executive in the main office.
• Follow-up: Tracking project managers at sites to obtain the required periodic reports for senior management on specified dates.
• Logistical organization: Efficiency in arranging visits and schedules for the executive to sites, including travel arrangements, permits, and vehicles.
• Office crisis management: Quick adaptation to sudden changes in meeting schedules due to emergencies at construction sites.

• Diplomatic language skills: Ability to write strong and persuasive official letters in both Arabic and English without compromising business relationships.
• Confidentiality and data security: Protection of sensitive information such as pricing proposals in tenders, financial reports for the company, and board decisions.
• Emotional intelligence and diplomacy: Skill in managing contractor or supplier frustrations while directing them to the appropriate channels.
• Attention to detail: Awareness of critical details in dates, specifications, and amounts mentioned in correspondence before presenting them to the manager for approval.