Executive Secretary

Key Responsibilities

1. Executive Support

• Manage the General Manager’s executive office and daily operations.
• Filter and prioritize the GM’s daily schedule to focus on high-value tasks.
• Draft and prepare official correspondence, letters, administrative decisions, and executive reports.
• Follow up on GM directives and ensure timely implementation by relevant departments.
• Maintain and archive all confidential documents and administrative records.
• Prepare Executive Briefs before important meetings, summarizing key data, risks, and opportunities.

2. Interdepartmental and Engineering Coordination

• Serve as the main liaison between the GM and all departments.
• Coordinate with:
• Project engineers and technical offices
• Project and site managers
• Monitor project progress, challenges, and key observations, and provide executive summaries to senior management.
• Ensure smooth and clear communication between senior management and technical teams.

3. Executive Meeting Management

• Prepare agendas for senior-level administrative and technical meetings.
• Organize and manage:
• Senior management meetings
• Project follow-up meetings
• Coordination meetings with consultants and partners (when needed)
• Take accurate, professional minutes of meetings.
• Track decisions and follow up on action items until closure.

4. Administrative Follow-Up and Reporting

• Manage incoming and outgoing correspondence, distributing it according to priority and responsibility.
• Prepare regular reports for senior management (weekly, monthly, or as requested).
• Monitor approvals, signatures, and administrative commitments.
• Support the preparation of executive presentations and project-related reports.
• Develop project dashboards to track progress, risks, budgets, and schedules.

5. Strategic Decision Support

• Summarize key data and updates to facilitate administrative and technical decision-making.
• Track project KPIs in coordination with technical and financial departments.
• Highlight risks, delays, or deviations for senior management awareness.

6. Special Projects and Executive Tasks

• Monitor special projects assigned by senior management, such as events, government or consultant visits, or process improvement initiatives.
• Coordinate with departments to ensure timely and quality execution.

7. Contract and Sensitive Document Management

• Track final versions of contracts and key legal or technical documents.
• Coordinate with Legal and Procurement departments to ensure completeness before submission to the GM.

8. External Stakeholder Communication

• Represent the GM when liaising with contractors, consultants, investors, and strategic partners.
• Draft formal correspondence in English and Arabic.
• Monitor compliance with commitments and official communications.

9. HR/Training Coordination (Limited)

• Coordinate workshops or employee-related meetings in collaboration with HR.
• Does not manage HR functions directly.

10. Organizing Executive Events and High-Level Meetings

• Organize Board Off-Site meetings, leadership workshops, and VIP visits.
• Follow up on meeting outcomes and ensure official documentation.

11. Governance and Compliance

• Fully comply with company policies and administrative procedures.
• Maintain strict confidentiality of information and data.
• Support internal and external audits when required.
• Adhere to:
• Non-discrimination policies
• Equal opportunity principles
• Corporate ethics
• According to ILO standards and best corporate governance practices.

Qualifications and Requirements

Education

• Bachelor’s degree in Business Administration, Executive Secretariat, or related field.

Experience

• Minimum 3–5 years as an Executive Assistant, Executive Secretary, or senior administrative support.
• Preferably with experience in large contracting companies or project-based organizations.

Language Requirements

• Fluent in English (reading, writing, speaking) – mandatory
• Arabic language proficiency is an advantage for communication with local stakeholders.

Skills and Competencies

• Excellent organizational and time-management skills.
• Strong coordination ability across multiple stakeholders and departments.
• Professional written and verbal communication skills in English (mandatory) and Arabic.
• Proficient in MS Office and Outlook.
• Ability to work under pressure in fast-paced project environments.
• High level of discipline, confidentiality, and professionalism.