Office executive secretary

The Executive Office Secretary & Administrator provides high-level administrative, secretarial, and coordination support to the Managing Director, COO, and senior management team. The role is critical in ensuring smooth office operations, accurate documentation, and effective coordination between site teams, consultants, clients, and authorities. Key Responsibilities Executive & Secretarial Support Manage daily schedules, meetings, calendars, and appointments for senior management Prepare, format, and distribute professional correspondence (letters, emails, memos) Handle confidential documents with discretion and professionalism Draft minutes of meetings (MoM) and follow up on action items Administration & Office Management Oversee office filing systems (hard copy & digital) Maintain company records (licenses, trade license, CR, staff documents) Coordinate with PRO / Tasheel / Government portals when required Manage office supplies, stationery, and general admin requirements Construction & Project Coordination Support project teams with: Submittals logs Correspondence tracking Document control (shop drawings, RFIs, approvals) Coordinate between head office and site teams Maintain project correspondence registers and trackers HR & Payroll Support (Basic) Assist with: Employee records & files Leave tracking Timesheets (site & office) Coordination with HR / payroll department Support onboarding documentation for new hires Finance & Procurement Support Assist in: LPO preparation & tracking Invoice submission logs Coordination with accounts for payments follow-ups Maintain vendor & supplier contact lists

Job Type: Full-time