Executive Secretary
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Key skills for this role
About the Role
Key Responsibilities Document Control Establish and maintain a structured document control system for the company. Receive, register, distribute, and track all incoming and outgoing documents.
Key Skills for This Role
Full Job Posting
Document Control
- Establish and maintain a structured document control system for the company.
- Receive, register, distribute, and track all incoming and outgoing documents.
- Maintain proper filing (digital and hard copy) for contracts, drawings, correspondence, reports, and project documents.
- Ensure correct document numbering, revision control, and version tracking.
- Distribute approved documents to relevant departments (Projects, Technical, Commercial, Procurement, QHSE).
- Monitor document approvals and follow up with internal teams and external consultants/clients.
- Ensure compliance with company document control procedures and ISO/documentation standards (if applicable).
- Archive completed project documentation and maintain easy retrieval systems.
Executive Secretarial Support
- Provide administrative support to senior management and directors.
- Manage calendars, meeting schedules, appointments, and coordination of meetings.
- Prepare agendas, take minutes of meetings, and follow up on action items.
- Draft official letters, emails, reports, and internal communications.
- Handle confidential information with high discretion and professionalism.
Coordination & Communication
- Act as a central coordination point between management and all departments.
- Track internal approvals and ensure timely follow-up on pending documents or actions.
Reporting & Administration
- Prepare document status reports, logs, and submission trackers for management review.
- Maintain up-to-date records of all project and corporate documentation.
- Support audits by providing organized and traceable documentation records.
Requirements
- Bachelor’s Degree or Diploma in Business Administration or related field.
- Minimum 2–3 years of experience in document control and/or executive secretary role in the UAE construction industry.
- Strong knowledge of document control systems and workflows in construction projects.
- Excellent organizational and file management skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Strong attention to detail and accuracy.
- Ability to work under pressure and manage multiple document workflows.
- Good communication skills in English.
- Pay: AED1,800.00 - AED2,200.00 per month
Application Question(S)
- How many years of experience you have in UAE?
- What is you visa status?
- What is your salary expectation?
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