Executive Secretary – Facilities Management (MEP)

About the Role

We are seeking a highly organized and proactive Executive Secretary to support the leadership team within the Facilities Management Department (MEP). The ideal candidate will manage executive schedules, coordinate departmental communication, handle confidential information, and provide administrative support to ensure smooth operations across mechanical, electrical, and plumbing functions.

Key Responsibilities

• Provide executive administrative support to the Facilities Management leadership team
• Manage calendars, schedule meetings, and coordinate internal and external appointments
• Prepare high-quality reports, presentations, meeting minutes, and correspondence
• Follow up on department action items and support workflow progress
• Coordinate communication between internal departments, vendors, and contractors
• Maintain well-organized records, files, and documentation in line with FM standards
• Assist in the preparation of contracts, tenders, purchase orders, and documentation for MEP activities
• Handle confidential information with discretion and professionalism
• Support project coordination, data tracking, and operational reporting
• Perform other duties as assigned to support department efficiency

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or related field
• Minimum 3–5 years of experience in an administrative or executive assistant role (preferred within Facilities Management or MEP)
• Strong knowledge of administrative processes, documentation, and office management
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent communication skills in English; Arabic is an added advantage
• Strong organizational, time management, and multitasking abilities
• High level of professionalism and attention to detail

Key Competencies

• Strong interpersonal and communication skills
• Ability to work under pressure and manage multiple priorities
• Confidentiality and ethical conduct
• Problem-solving attitude
• Proactive, reliable, and resourceful

Job Type: Full-time