Secretary

Role Objective

Strategic Responsibilities

• Coordinate between the Operational & Technical Affairs Directorate, Finance Directorate, and all company departments.
• Support the director and CFO in achieving departmental and corporate objectives through executive administration and coordination.
• Prepare executive reports, presentations, management papers, committee documents, business reviews, and official correspondence.
• Monitor action plans and follow up on implementation of management decisions.
• Coordinate communication between executive management and internal and external stakeholders.
• Improve administrative systems, executive office procedures, and document control practices.
• Ensure compliance with records management, confidentiality, and corporate governance policies.
• Support audits, inspections, management reviews, Board meetings, and strategic initiatives.

Operational Responsibilities

• Manage schedules, appointments, meetings, and priorities for the Operational & Technical Affairs Director and CFO.
• Screen and coordinate incoming correspondence, reports, requests, emails, and official documents.
• Prepare correspondence, memoranda, reports, presentations, speeches, letters, and confidential documents.
• Coordinate meetings, agendas, supporting documents, Minutes of Meetings, and action-item follow-up.
• Maintain electronic and hard-copy executive filing and document control systems.
• Follow up on departmental deadlines, approvals, reports, projects, and assigned actions.
• Coordinate with Finance, Production, Maintenance, Procurement, Human Resources, Legal, Internal Audit, and other departments.
• Arrange business travel, accommodation, transportation, visas, and logistics when required.
• Prepare monthly, quarterly, and annual executive reports and management presentations.
• Assist with budgets, business plans, departmental reports, and strategic documentation.
• Maintain confidential financial, legal, commercial, technical, and operational information.
• Coordinate meetings with authorities, consultants, contractors, suppliers, auditors, financial institutions, and other stakeholders.

People Management

• Build effective working relationships with employees across all departments.
• Facilitate communication between executive management and departmental teams.
• Coordinate administrative support for cross-functional projects and management initiatives.
• Provide guidance and support to junior administrative staff where required.
• Promote teamwork, professionalism, and continuous improvement within the administrative function.

Educational Qualifications

• Bachelor’s degree in Business Administration, Office Management, Management, Secretarial Studies, or a related discipline.
• Professional certification in Executive Administration or Office Management is an advantage.

Language Requirements

• Fluency in Arabic and English, spoken and written, is mandatory.
• Excellent business writing, translation, and verbal communication skills in both languages.
• Ability to prepare professional correspondence, reports, presentations, and Minutes of Meetings in Arabic and English.

Experience

• Minimum 5–7 years of experience as a Secretary, Executive Assistant, or Executive Office Coordinator supporting senior executives.
• Experience in industrial, manufacturing, engineering, construction, or corporate organizations is highly preferred.
• Proven experience in executive office administration, report preparation, document control, and management coordination.