Executive Secretary

MOHAMED KAMEL BLDG CONT. L.L.C.SP; Sharjah; On-site; AED 120,000 - 200,000; Full time

Job summary

A construction company in the UAE is seeking an experienced Executive Assistant to support the General Manager. The role includes managing executive office operations, drafting correspondence, and coordinating between departments. Candidates should possess a Bachelor's degree in Business Administration and have 3–5 years of relevant experience. Fluency in English is mandatory, with Arabic proficiency as a plus. The position emphasizes strong organizational skills, discretion, and the ability to manage multiple tasks in a dynamic environment.

Qualifications

• 3–5 years as an Executive Assistant or similar role.
• Experience in large contracting companies or project-based organizations preferred.
• Fluency in English is mandatory; Arabic proficiency is advantageous.

Responsibilities

• Provide high-level executive support to the General Manager.
• Draft and prepare correspondence and executive reports.
• Serve as a liaison between departments and the GM.
• Organize and manage senior-level meetings and events.
• Monitor project progress and provide executive summaries.

Skills

Organizational skills

Time-management skills

Written and verbal communication

Coordination across departments

Confidentiality

Education

Bachelor's degree in Business Administration or related field

Tools

MS Office

Outlook

Job description

Position Purpose

Provide high-level executive and administrative support to the General Manager, ensuring effective coordination between departments, engineering teams, and senior management. The role contributes to:

• Enhancing decision-making speed and accuracy.
• Monitoring projects and executive tasks efficiently.
• Ensuring adherence to timelines and company policies.
• Strengthening corporate governance and operational discipline.

Reporting Line

• Reports directly to: General Manager
• Liaises closely with:
• Department Heads
• Project Managers
• Engineers and Site Teams
• Finance Department

Skills

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.