Executive Secretary

Key Responsibilities

Document Control

• Establish and maintain a structured document control system for the company.
• Receive, register, distribute, and track all incoming and outgoing documents.
• Maintain proper filing (digital and hard copy) for contracts, drawings, correspondence, reports, and project documents.
• Ensure correct document numbering, revision control, and version tracking.
• Distribute approved documents to relevant departments (Projects, Technical, Commercial, Procurement, QHSE).
• Monitor document approvals and follow up with internal teams and external consultants/clients.
• Ensure compliance with company document control procedures and ISO/documentation standards (if applicable).
• Archive completed project documentation and maintain easy retrieval systems.

Executive Secretarial Support

• Provide administrative support to senior management and directors.
• Manage calendars, meeting schedules, appointments, and coordination of meetings.
• Prepare agendas, take minutes of meetings, and follow up on action items.
• Draft official letters, emails, reports, and internal communications.
• Handle confidential information with high discretion and professionalism.

Coordination & Communication

• Act as a central coordination point between management and all departments.
• Track internal approvals and ensure timely follow-up on pending documents or actions.

Reporting & Administration

• Prepare document status reports, logs, and submission trackers for management review.
• Maintain up-to-date records of all project and corporate documentation.
• Support audits by providing organized and traceable documentation records.

Requirements

• Bachelor’s Degree or Diploma in Business Administration or related field.
• Minimum 2–3 years of experience in document control and/or executive secretary role in the UAE construction industry.
• Strong knowledge of document control systems and workflows in construction projects.
• Excellent organizational and file management skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong attention to detail and accuracy.
• Ability to work under pressure and manage multiple document workflows.
• Good communication skills in English.

Pay: AED1,800.00 - AED2,200.00 per month

Application Question(s):

• How many years of experience you have in UAE?
• What is you visa status?
• What is your salary expectation?

Work Location: In person