Executive Secretary to Leadership | Travel & Communications

Aretè & Cocchi Technology; Abu Dhabi; On-site; AED 60,000 - 90,000; Full time

Job summary

Saipem is seeking an experienced Administrative & Secretarial professional to provide comprehensive support to assigned managers and teams in Abu Dhabi. The role encompasses calendar management, travel arrangements, documentation control, and confidential office operations.

The successful candidate will possess fluent English, advanced MS Office skills, and 5–8 years in senior secretarial roles, with strong written communications and ability to coordinate cross‑department activities while

Qualifications

• Diploma or Bachelor’s Degree in Business Administration or related discipline.
• 5–8 years of secretarial/administrative experience in a corporate environment.
• Advanced Microsoft Office Suite skills.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Travel coordination and logistics management.
• Document management and records keeping.
• High level of confidentiality and professionalism.
• Fluent English communication; additional languages are an advantage.

Responsibilities

• Manage calendars, appointments, meetings, and business schedules.
• Coordinate meetings, prepare agendas, and distribute meeting documentation.
• Record meeting minutes and monitor follow-up actions.
• Screen telephone calls, correspondence, and visitors.
• Draft, edit, and manage business correspondence, reports, presentations, and official communications.
• Arrange domestic and international travel, including flights, hotels, transport, and visas.
• Monitor passport validity and visa requirements.
• Coordinate travel documentation and expense claims.
• Support visitors and expatriates with travel and accommodation logistics.
• Maintain physical and electronic filing systems.
• Ensure proper archiving and retrieval of business records.
• Support document control activities and compliance with company procedures.
• Manage confidential information with discretion.
• Monitor office supplies and coordinate procurement of stationery and administrative materials.
• Support onboarding logistics for new employees.
• Assist with departmental events, workshops, and business gatherings.
• Act as a liaison between managers, departments, and external stakeholders.
• Facilitate smooth communication and information flow within the team.
• Support reporting and data collection activities.

Skills

MS Office Suite

Organization

Communication skills

Travel coordination

Confidentiality

Multitasking

English fluency

Education

Diploma or Bachelor's Degree in Business Administration

Tools

Microsoft Office

Job description

Saipem is seeking an experienced Administrative & Secretarial professional to provide comprehensive support to assigned managers and teams in Abu Dhabi. The role encompasses calendar management, travel arrangements, documentation control, and confidential office operations.

The successful candidate will possess fluent English, advanced MS Office skills, and 5–8 years in senior secretarial roles, with strong written communications and ability to coordinate cross‑department activities while