Executive Secretary

Main Job Description

A construction secretary handles office administration, documentation, and communication related to construction projects and company operations.

Key Responsibilities

Typical duties include:

1. Administrative Support

• Provide secretarial support to managers, engineers, and project teams
• Prepare letters, reports, presentations, and project documents
• Manage office records and maintain filing systems (digital and physical)

2. Communication & Coordination

• Answer phone calls and emails and respond to inquiries
• Coordinate communication between contractors, consultants, suppliers, and clients
• Act as liaison between different departments and external stakeholders

3. Document Control

• Maintain construction documents such as contracts, drawings, permits, and reports
• Organize and track project files and records
• Ensure documents are updated and easily accessible

4. Meeting & Schedule Management

• Schedule meetings, appointments, and site visits
• Prepare meeting agendas
• Take and distribute minutes of meetings

5. Project Support

• Assist with preparation of tenders, quotations, invoices, and project reports
• Maintain project logs, reports, and correspondence
• Help monitor project documentation and deadlines

6. Office Management

• Order office supplies and maintain office equipment
• Manage incoming mail and courier services
• Arrange travel and accommodation for managers if needed

Required Skills

Common skills needed for the job:

• Strong organizational and multitasking skills
• Good communication and typing skills
• Knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Basic understanding of construction terminology and documents
• Ability to handle confidential information professionally

Typical Qualifications

• 2–5 years experience as secretary/administrative assistant (preferably in construction)
• Computer and office management skills

Job Type: Full-time