Executive Secretary(Oil and Gas experience)
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Key skills for this role
About the Role
DeliveryZone is seeking a highly organized Secretary with Oil & Gas experience to provide comprehensive administrative and secretarial support to management in Abu Dhabi. The role includes managing calendars, coordinating travel, preparing reports, handling document control, tender support, and client coordination.
Key Skills for This Role
Responsibilities
- Manage calendars, appointments, meetings, and travel arrangements for management.
- Prepare correspondence, reports, presentations, and meeting minutes.
- Organize, maintain, and track project documentation and contracts.
- Assist in the preparation and submission of tenders, proposals, and prequalification documents.
- Act as a point of contact for clients, suppliers, and external stakeholders.
Requirements
- 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
- Bachelor's Degree or Diploma in Business Administration, Management, or related field
- Strong English communication skills; Arabic is an advantage
Full Job Posting
Job Summary
- 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.
Key Responsibilities
- 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.
Key Skills
- 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
Core Competencies
- Excellent Communication Skills
- High Attention to Detail
- Organizational Skills
- Confidentiality and Professionalism
- Problem Solving Ability
- Initiative and Proactiveness
- Interpersonal Skills
- Ability to Work Under Pressure
- Deadline Management
- Team Collaboration
Preferred Qualifications
- 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.
Preferred Industry Exposure
- Oil & Gas Services
- EPC Contractors
- Industrial Solutions Providers
- Maintenance & Technical Services
- Engineering Consultancy
- Energy Sector Companies
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