Secretary

ARABIAN CONSTRUCTION COMPANY LLC SPC; Abu Dhabi; On-site; AED 167,000 - 290,000; Full time

Job summary

ARABIAN CONSTRUCTION COMPANY LLC SPC in the United Arab Emirates seeks an experienced Site Secretary to provide high-level secretarial coordination and documentation support to the Project Manager and PM team on a major Oil & Gas Plant Construction project.

You will manage calendars, coordinate meetings with clients, consultants, contractors, and internal teams; prepare MOMs, reports, and official correspondence; maintain filing systems and distribute project documents; ensure deadlines and

Qualifications

• 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.
• Strong knowledge of MS Office and English communication.

Responsibilities

• Provide comprehensive secretarial support to the Project Manager and project management team.
• Manage the Project Manager's calendar, meetings, appointments, correspondence, and daily priorities.
• Coordinate and arrange client, consultant, contractor, subcontractor, and internal project meetings.
• Prepare MOMs, action trackers, reports, and presentations.
• Maintain organized project documentation, including letters and reports.
• Support travel, logistics, and site administration as required.
• Ensure confidentiality and alignment with ADNOC standards and procedures.

Skills

Secretarial Support

Executive Support

Project Coordination

Document Management

MS Office Proficient

Time Management

Stakeholder Coordination

English Communication

Education

Bachelor’s degree in Business Administration

Diploma in Secretarial Studies

Tools

MS Office Suite

Teams

Outlook

Job description

Position

We are looking for an experienced Site Secretary Secretary to Project Manager to provide high-level secretarial administrative coordination and documentation support to the Project Manager and Project Management Team on a major Oil Gas Plant Construction project in the UAE

Key Responsibilities

• Provide comprehensive secretarial administrative and coordination support to the Project Manager and project management team
• Manage the Project Manager s calendar meetings appointments correspondence and daily priorities
• Coordinate and arrange client consultant contractor subcontractor and internal project meetings
• Prepare meeting agendas Minutes of Meeting MOM action trackers and follow-up reports
• Maintain and monitor the Project Manager s action list and outstanding commitments ensuring timely follow-up and closure
• Prepare format review and maintain project letters memos reports presentations and official correspondence
• Coordinate incoming and outgoing project correspondence and ensure timely distribution to relevant stakeholders
• Maintain an organized filing system for project correspondence reports approvals records and other project documentation
• Coordinate with Engineering Construction Planning Procurement QA QC HSE Commercial HR Document Control and other project teams as required
• Assist in preparing weekly and monthly project reports management presentations dashboards and project status updates
• Track key project deadlines deliverables approvals meetings commitments and outstanding actions
• Support the Project Manager in coordinating client and ADNOC meetings site visits inspections presentations workshops and management visits
• Coordinate arrangements for project meetings workshops site events and client management visits
• Follow up with project personnel and departments to obtain required information reports and responses within agreed timelines
• Maintain updated project contact lists distribution lists organizational charts and project directories
• Assist with travel accommodation transportation meeting rooms and other logistical arrangements for project management personnel when required
• Handle confidential project client commercial and management information with a high level of discretion
• Ensure all administrative and coordination activities comply with company procedures project requirements client requirements and applicable ADNOC standards
• Perform other duties and project coordination activities assigned by the Project Manager Project Director

Requirements

• 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.

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.

Key Competencies

• 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
• MS Office Proficiency
• Communication & Interpersonal Skills
• Time Management & Organization
• Confidentiality & Professionalism