Secretary
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Key skills for this role
About the Role
A confidential company in Dubai seeks a Secretary to support the Commercial Manager with administrative tasks, calendar management, document preparation, and meeting coordination. Requires 5-10 years of experience as a Secretary or Executive Assistant, preferably in construction or engineering.
Key Skills for This Role
Responsibilities
- Provide full secretarial and administrative support to the Commercial Manager
- Manage calendars, appointments, meetings, and travel arrangements
- Prepare, format, and maintain correspondence, reports, presentations, and other documents
- Coordinate internal and external meetings, including preparation of agendas and meeting minutes
- Maintain and update departmental records, files, and document registers
- Handle incoming and outgoing correspondence, emails, and telephone communications
- Liaise with project teams, clients, consultants, subcontractors, and internal departments
- Track action items and follow up on pending matters to ensure timely completion
- Assist in preparation and submission of commercial reports, proposals, and contractual documentation
- Manage confidential information with discretion and professionalism
- Support document control activities and ensure proper filing of commercial records
- Perform general office administration duties and other tasks assigned by the Commercial Manager
Requirements
- Bachelor's Degree or Diploma in Business Administration, Management, or a related field
- Minimum 5 to 10 years of experience as a Secretary, Executive Assistant, or Administrative Assistant, preferably in construction, engineering, or contracting industry
- Excellent written and verbal communication skills in English
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong organizational and multitasking skills
- High level of confidentiality, professionalism, and attention to detail
Full Job Posting
Job Overview
- We are seeking a highly organized and proactive Secretary to support the Commercial Manager and the Commercial Department.
- The successful candidate will provide administrative and secretarial support, coordinate communications, manage documentation, arrange meetings, and ensure smooth operation of the department.
Key Responsibilities
- Provide full secretarial and administrative support to the Commercial Manager.
- Manage calendars, appointments, meetings, and travel arrangements.
- Prepare, format, and maintain correspondence, reports, presentations, and other documents.
- Coordinate internal and external meetings, including preparation of agendas and meeting minutes.
- Maintain and update departmental records, files, and document registers.
- Handle incoming and outgoing correspondence, emails, and telephone communications.
- Liaise with project teams, clients, consultants, subcontractors, and internal departments.
- Track action items and follow up on pending matters to ensure timely completion.
- Assist in the preparation and submission of commercial reports, proposals, and contractual documentation.
- Manage confidential information with discretion and professionalism.
- Support document control activities and ensure proper filing of commercial records.
- Perform general office administration duties and other tasks assigned by the Commercial Manager.
Requirements
- Bachelor's Degree or Diploma in Business Administration, Management, or a related field.
- Minimum 5 to 10 years of experience as a Secretary, Executive Assistant, or Administrative Assistant, preferably within the construction, engineering, or contracting industry.
- Excellent written and verbal communication skills in English.
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience in preparing professional correspondence and reports.
- Strong organizational and multitasking skills.
- Ability to work under pressure and meet deadlines.
- High level of confidentiality, professionalism, and attention to detail.
- Knowledge of commercial, contracts, or construction documentation will be an advantage.
Preferred Qualifications
- Experience working in a Commercial, Contracts, Tendering, or Project Management department.
- Familiarity with ERP systems and document management systems.
- Arabic language skills will be an added advantage.
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