Job Description Job Summary We are looking for an experienced Secretary Project / Secretary Project Manager to provide high-level administrative, coordination, and documentation support to the Project Manager on a major Oil & Gas / Plant Construction project in the UAE .
The ideal candidate should have strong experience supporting Project Managers or Project Directors within EPC, Oil & Gas, Petrochemical, or large-scale industrial construction projects , preferably with exposure to ADNOC projects . The role requires excellent coordination, document control, communication, meeting management, and follow-up skills in a fast-paced project environment.
Key Responsibilities - Provide comprehensive secretarial and administrative support to the Project Manager and project management team.
- Manage the Project Manager’s calendar, meetings, appointments, correspondence, and daily priorities .
- Coordinate internal and external meetings with clients, consultants, contractors, subcontractors, and project stakeholders.
- Prepare meeting agendas, minutes of meetings (MOM), action trackers, and follow-up reports .
- Maintain and monitor the Project Manager’s action list , ensuring pending actions are followed up and closed on time.
- Prepare, format, review, and maintain project-related letters, memos, reports, presentations, and official correspondence .
- Coordinate incoming and outgoing project correspondence and ensure proper distribution to relevant departments.
- Maintain an organized filing system for project documents, correspondence, reports, approvals, and records .
- Coordinate with Engineering, Construction, Procurement, QA/QC, HSE, Planning, Commercial, HR, and Document Control teams as required.
- Support preparation of weekly and monthly project reports, management presentations, dashboards, and status updates .
- Track key project deadlines, deliverables, meetings, approvals, and commitments.
- Assist the Project Manager in coordinating client and ADNOC-related meetings, visits, presentations, and inspections .
- Prepare and coordinate arrangements for client/management visits, workshops, project meetings, and site events .
- Handle confidential project and management information with a high level of discretion.
- Follow up with various departments and project personnel to obtain required information and ensure timely responses.
- Maintain updated contact lists, distribution lists, organizational charts, and project directories .
- Assist in coordinating travel arrangements, accommodation, transportation, and other logistical requirements for project management personnel when required.
- Ensure all administrative activities are carried out in accordance with company procedures, project requirements, and ADNOC standards .
- Perform other project coordination and administrative duties assigned by the Project Manager.
Required Qualifications & Experience - Bachelor’s degree or Diploma in Business Administration, Management, Secretarial Studies, or a related field .
- 7-20 years of relevant experience as a Project Secretary, Project Coordinator, Executive Secretary, or similar role.
- Minimum 7 years of experience in Oil & Gas, EPC, Petrochemical, or Plant Construction projects is preferred.
- Experience supporting a Project Manager, Project Director, Construction Manager, or senior project management team .
- Previous experience on ADNOC projects will be highly advantageous.
- Strong understanding of EPC/project construction environment and project documentation .
- Excellent knowledge of MS Office , particularly Word, Excel, PowerPoint, Outlook, and Teams.
- Strong skills in preparing MOMs, reports, presentations, trackers, correspondence, and management reports .
- Excellent written and verbal English communication skills .
- Strong organizational, coordination, follow-up, and time-management skills.
- Ability to manage multiple priorities and work effectively under pressure.
- High level of confidentiality, professionalism, attention to detail, and ownership .
- UAE experience, particularly within ADNOC Oil & Gas projects , will be preferred.
- Project Management Support
- Executive & Project Secretarial Skills
- Project Coordination
- Document & Correspondence Management
- Meeting & MOM Management
- Action/Follow-up Tracking
- Client & Stakeholder Coordination
- Reporting & Presentation Preparation
- Communication & Interpersonal Skills
- Time Management & Organization
- Confidentiality & Professionalism
Preferred Candidate Profile: Candidates with 7-20 years of experience in ADNOC/EPC Oil & Gas plant construction projects , currently or previously supporting a Project Manager/Project Director , will be strongly preferred. Experience in large-scale plant construction, brownfield/greenfield, EPC, or major infrastructure projects is an advantage.
Job Snapshot Updated Date
Job ID
JOB_275
Department
Construction
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