Executive Assistant / Secretary to support the Technical Manager

Yes Yem Yech for Industrial Services Co. (SMH); Al Jubayl; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading industrial services company in Saudi Arabia is urgently seeking an Executive Assistant/Secretary to support the Technical Manager. The successful candidate will manage documentation, coordinate meetings, and assist with project timelines in a petrochemical environment. The role requires proven organizational skills, proficiency in Microsoft Office Suite, and experience in a similar administrative position. A Bachelor's degree in a relevant field is preferred. The salary range is SAR 2,500 to 3,500 based on qualifications and experience.

Qualifications

• Proven experience as an Executive Assistant or similar administrative support role in a technical or engineering industry.
• Familiarity with terminology related to petrochemical and petroleum sectors.
• Ability to handle confidential information discreetly.

Responsibilities

• Support the Technical Manager by managing schedules and documentation.
• Coordinate meetings and prepare agendas and minutes.
• Maintain project documentation systems for easy access.

Skills

Document management systems

Microsoft Office Suite

Communication skills

Organizational skills

Travel logistics management

Project management tools

Education

Bachelor’s degree in Business Administration, Engineering, or related field

Certifications in administrative support or project management

Job description

We have an urgent requirement for an Executive Assistant/Secretary/Document Controller position to work under our Technical Manager. Kindly review the job description below and source suitable candidates accordingly.

The salary range is SAR 2,500 to 3,500 Basic, depending on the candidate’s qualifications and experience.

PFB JOB DESCRIPTION FOR EXECUTIVE ASSISTANT/SECRETARY

We are seeking a highly organized and proactiveExecutive Assistant / Secretaryto support the Technical Manager in the efficient handling of day-to-day administrative functions related to rotating equipment lumpsum shutdown projects in the petrochemical and petroleum industry. The ideal candidate will be responsible for managing documents, coordinating meetings, maintaining schedules, and processing technical and project documentation. This role is crucial to ensuring seamless project operations and supporting the Technical Manager in both strategic and operational tasks.

Document Management & Processing

• Maintain, file, and organize both physical and digital documentation related to rotating equipment, project specifications, shutdown plans, and technical reports.
• Ensure all documents, including project plans, reports, and correspondence, are processed accurately and efficiently.
• Review and proofread documents, ensuring they are aligned with industry standards and internal procedures.
• Prepare, compile, and submit regular project status reports, progress documentation, and related communications.
• Coordinate with project teams to ensure all technical documentation is complete, accurate, and up to date.
• Track document revisions, updates, and approvals to ensure proper version control.

Administrative Support

• Manage the Technical Manager’s calendar, including scheduling appointments, meetings, and conference calls.
• Coordinate logistics for site visits, team meetings, and external consultations, including travel arrangements and accommodation.
• Prepare meeting agendas, take minutes during meetings, and follow up on action items.
• Liaise with internal teams, external contractors, and stakeholders to ensure smooth communication and timely responses.
• Handle and prioritize incoming calls, emails, and inquiries for the Technical Manager, ensuring timely and professional responses.
• Assist with preparing presentations, proposals, and other materials required for meetings with clients, contractors, and senior management.

Project Support

• Track and monitor project deadlines and deliverables related to shutdown activities and rotating equipment maintenance.
• Assist with the preparation of technical documentation, RFQs (Request for Quotation), and contracts for lump-sum shutdown projects.
• Maintain project documentation systems, ensuring all files are organized and easily accessible.
• Support coordination efforts for project meetings, inspections, and follow-ups with project stakeholders.

Confidentiality & Compliance

• Handle sensitive and confidential information with discretion and professionalism.
• Ensure all documentation and communication comply with company policies, industry regulations, and quality standards.
• Ensure compliance with health, safety, and environmental regulations, especially concerning shutdown projects in petrochemical/petroleum environments.

General Office Management

• Maintain office supplies and equipment as necessary, ensuring the Technical Manager’s office is fully stocked and organized.
• Assist with onboarding new staff or contractors and provide orientation related to documentation processes.
• Manage invoices and assist with budgeting and cost-tracking for project-related activities when required.

Required Skills & Qualifications

• Proven experience as an Executive Assistant, Secretary, or in a similar administrative support role, preferably within the technical or engineering industry.
• Strong knowledge of document management systems and best practices, including handling technical documentation.
• Familiarity with industry-specific terminology related to rotating equipment, petrochemical, and petroleum sectors is an advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software.
• Excellent verbal and written communication skills, with a keen eye for detail.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and as part of a team, with a proactive and solution-oriented approach.
• Experience in managing travel logistics, scheduling, and meeting coordination.
• Knowledge of project management tools and methodologies is a plus.

Educational Requirements

• Bachelor’s degree or equivalent in Business Administration, Engineering, or a related field (preferred).
• Additional certifications or training in administrative support, project management, or document control are a plus.

Work Environment

• Office-based role with occasional travel to project sites, depending on operational requirements.
• Ability to work in high-pressure situations, particularly during shutdown periods and technical reviews.

Skills

• Proven experience as an Executive Assistant, Secretary, or in a similar administrative support role, preferably within the technical or engineering industry.
• Strong knowledge of document management systems and best practices, including handling technical documentation.
• Familiarity with industry-specific terminology related to rotating equipment, petrochemical, and petroleum sectors is an advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software.
• Excellent verbal and written communication skills, with a keen eye for detail.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and as part of a team, with a proactive and solution-oriented approach.
• Experience in managing travel logistics, scheduling, and meeting coordination.
• Knowledge of project management tools and methodologies is a plus.