Project Secretary

Confidential; Abu Dhabi; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading company in the oil and gas sector seeks an administrative professional to provide comprehensive support to the project management team. Key responsibilities include managing documentation, coordinating communications, and ensuring compliance with industry standards. The ideal candidate will have a proven track record in similar environments, with strong organizational and communication skills, and proficiency in relevant tools.

Qualifications

• Minimum 3–5 years in a similar role, preferably within oil and gas.
• Experience on large-scale EPC or FEED projects is an advantage.
• Strong communication skills in English; Arabic is a plus.

Responsibilities

• Manage project documentation including reports and correspondence.
• Coordinate meetings, prepare agendas, and take minutes.
• Maintain project filing system and ensure compliance with standards.

Skills

Organizational abilities

Multitasking

Communication Skills

Attention to detail

Education

Diploma or Bachelor’s Degree in Business Administration

Tools

MS Office Suite

Document Management Systems

Job description

Job Purpose:

To provide administrative and secretarial support to the project management team, ensuring efficient document control, smooth communication between departments and external stakeholders, and accurate maintenance of project records in accordance with company and industry standards.

Key Responsibilities:

• Provide full secretarial and administrative support to project team and department.
• Manage project documentation including reports, drawings, specifications, contracts, and correspondence.
• Control and maintain the project filing system in accordance with company procedures (electronic and hard copy).
• Coordinate meetings, prepare agendas, take minutes, and ensure timely distribution to relevant stakeholders.
• Assist in the preparation of presentations, reports, and project status updates.
• Liaise with internal departments (e.g., Engineering, Procurement, HSE) and external parties (vendors, consultants, clients).
• Track project progress, maintain logs (submittals, RFIs, transmittals), and follow up on pending actions.
• Ensure compliance with project procedures and document control standards (e.g., ISO, ADNOC, ARAMCO, etc.).
• Handle travel arrangements, visa processing, and logistics coordination for project team.
• Maintain a high level of confidentiality and discretion at all times.

Qualifications and Skills:

• Education: Diploma or Bachelor’s Degree in Business Administration or related field.
• Experience:
• Minimum 3–5 years in a similar role, preferably within the oil and gas or construction sectors.
• Experience working on large-scale EPC (Engineering, Procurement, Construction) or FEED projects is an advantage.
• Skills:
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with Document Management Systems (e.g., Aconex, Procore, SharePoint, EDMS).
• Strong communication skills in English (Arabic is a plus).
• Attention to detail and ability to work under pressure.

Preferred Attributes:

• Knowledge of oil and gas industry terminologies and project lifecycles.
• Familiarity with GCC labor laws and business protocols.
• Professional demeanor and proactive attitude.
• Strong time management and ability to work independently and in a team.

Working Conditions:

• Office-based with occasional site visits if required.
• May involve extended hours during project deadlines.
• Multinational, fast-paced environment.