department secretary

<p><b>Job Title:</b> Project Director Secretary</p><p><b>Department:</b> Project Management / Administration<br/><b>Reporting To:</b> Project Director</p><p><b>Job Purpose:</b><br/>The Project Director Secretary provides high-level administrative and secretarial support to the Project Director, ensuring efficient coordination of project activities, documentation management, and communication with internal and external stakeholders. The role requires strong organizational skills, discretion, and the ability to handle multiple priorities in a fast-paced environment.</p><p><b>Key Responsibilities:</b></p><ul><li>Provide comprehensive administrative support to the Project Director, including managing schedules, meetings, and correspondence.</li><li>Prepare, format, and maintain project-related documents, reports, and presentations.</li><li>Manage incoming and outgoing communications, ensuring timely responses and proper documentation.</li><li>Organize and coordinate meetings, prepare agendas, record minutes, and follow up on action items.</li><li>Maintain confidential project and personnel files.</li><li>Liaise with internal departments, clients, consultants, and contractors on behalf of the Project Director.</li><li>Assist in preparing project progress reports, letters, and other official communications.</li><li>Handle travel arrangements, expense claims, and logistical requirements for the Project Director.</li><li>Monitor and track project documentation to ensure accuracy and compliance with company standards.</li><li>Support overall office administration and project coordination tasks as assigned.</li></ul><p><b>Qualifications &amp; Skills:</b></p><ul><li>Diploma or Bachelor&rsquo;s degree in Business Administration, Secretarial Studies, or related field.</li><li>Minimum 5&ndash;7 years of experience as an executive secretary or administrative assistant, preferably in a construction or engineering company.</li><li>Excellent written and verbal communication skills.</li><li>Strong organizational and time management abilities.</li><li>Proficient in MS Office (Word, Excel, PowerPoint, Outlook).</li><li>Ability to handle confidential information with professionalism and integrity.</li><li>Detail-oriented and capable of multitasking under pressure.</li></ul><p>Job Types: Full-time, Permanent</p>

PD Secretary

International Schools Group (ISG)

<div><div><div><h1 class="jobSectionHeader"><b>Executive Secretary</b></h1>
<div><div><div><b>District Office</b></div>
(DO)
</div><div>Aug 01 2025</div>
</div></div><div><h2 class="jobSectionHeader"><b>Position Description</b></h2>
<div><div><div><div><b>LOCATION</b></div> <div>Al Khobar, Eastern, Saudi Arabia</div>
</div><br>
<div><div><b>SCHOOL / SITE</b></div> <div>District Office</div>
</div><br>
<div><div><b>DIVISION / DEPARTMENT</b></div>
<p>
Operations &amp; Facilities</p></div><br>
<div><div><b>POSITION TYPE</b></div> <div>Support Staff</div>
</div><br>
<div><div><b>SUBJECT / STAGES</b></div> <li></li>
</div><br>
<div><div><b>WORKS DAYS / HOURS</b></div> <div>210 days @ 8 hours per day</div>
</div><br>
<div><div><b>POSITION STATUS</b></div> <div>Full time</div>
</div><br>
<div><div><b>SALARY CODE</b></div> <div>Support Staff</div>
</div><br>
<div><div><b>ELIGIBLE APPLICANTS</b></div> <div>Saudi / GCC National</div>
</div><br>
<div><div><b>POSITION START DATE</b></div>
<p>
As soon as possible</p></div><br>
<div><div><b>APPLICATION DEADLINE</b></div> <div>Until filled</div>
</div><br>
<div><div><b>REPORTS TO</b></div>
<p>
Joseph Bearns, Director of Operations &amp; Facilities</p></div><br>
<div><div><b>REQUISITION NUMBER</b></div>
<p>
 08-2526-065</p>
</div><br>
</div></div></div><div><h2 class="jobSectionHeader"><b>Summary</b></h2>
<p>
The Support Services Secretary will handle general responsibilities commonly shared by all staff in the support services office. In addition to these, the secretary will take on specialized duties based on the specific areas assigned.</p>
<p>
The Support Services Secretary is expected to collaborate with the Operations Departments to support both the District Office and all ISG Schools, which include the ISG District Office, ISG Al Maha, ISG Dammam, ISG Jubail, and Sara Village School.</p>
<p>
This position will report directly to the ISG Operations Manager and the Director of Operations.</p>
<div><h2 class="jobSectionHeader"><b>Position Duties</b></h2>
<p><b>
The successful candidate will be expected to perform the following general responsibilities:</b></p>
<ul>
<li>Respond to urgent maintenance and custodial requests, dispatching them to appropriate personnel.</li>
<li>Manage communications and inquiries received through the Support Services inbox.</li>
<li>Track and assign maintenance requests via Kissflow to designated teams.</li>
<li>Facilitate security access (Kissflow VAF) arrangements for contractors and vendors.</li>
<li>Manage procurement activities, including processing purchase requests and finance documents, sourcing vendors, coordinating deliveries, and reviewing contractor invoices.</li>
<li>Organize monthly maintenance schedules and liaise with external contractors (e.g., pest control, fire safety, pool testing).</li>
<li>Maintain inventory of office, IT and maintenance supplies for Support Services.</li>
<li>Process and arrange signage requests for doors, tables, and plaques.</li>
<li>Record and coordinate the handling of lost and found items.</li>
<li>Assist with shipment sorting and distribution across ISG campuses.</li>
<li>Provide comprehensive administrative support to the ISG Operations Department, including maintaining records and databases, managing correspondence and reports, and coordinating meetings and communications.</li>
<li>Reconcile procurement cards, petty cash, and assist with departmental budget tracking.</li>
<li>Submit monthly departmental reports, including attendance and absence records.</li>
<li>Assist with Operations projects, events, and special initiatives as required.</li>
<li>Assist with the onboarding and offboarding for new contractors (issuance of ID, Code of Conduct, and CP training).</li>
<li>Releasing and Ordering of toners and staples.</li>
<li>Perform other duties as assigned by the Director of Operations.</li>
</ul>
<p><b>The successful candidate will be expected to undertake one or more of the following specialized responsibilities:</b></p>
<p>
Villa Setups</p>
<ul>
<li>Procuring household kits and groceries for the new incoming ISG staff who will be residing in ISG-approved accommodation.</li>
<li>Overseeing the cleaning and setup of villas prior to their occupancy.</li>
<li>Coordinating maintenance requirements with compound management and the ISG HR Department.</li>
<li>Managing and updating accommodation inventory for onboarding and offboarding staff.</li>
</ul>
<p>Events</p>
<ul>
<li>Maintain and update event calendars; review All-in-One Forms.</li>
<li>Consolidate weekly schedules; coordinate event setups.</li>
<li>Monitor and track event-related staff overtime and trade day usage.</li>
<li>Review and process Visitor Appointment Forms for event access.</li>
<li>Manage the inventory of equipment, tools, furniture, and materials that are used for ISG events.</li>
</ul>
<p>Mail and Switchboard</p>
<ul>
<li>Manage mail operations, including internal mail runs, external mail services through SPL and DHL as needed, distribution, staff inquiries, and postage supply maintenance.</li>
<li>Operate the ISG Dhahran switchboard, directing calls, relaying messages, recording call logs, and responding to basic campus inquiries.</li>
</ul>
<p>Transportation</p>
<ul>
<li>Coordinate and process ISG staff transportation for pre-approved business trips, adhering to ISG policies, and process transportation requests with required approvals.</li>
<li>Maintain accurate records of transportation arrangements, costs, vendor data, and ISG approvals in the ISG system.</li>
<li>Process transportation-related invoices and expense reports accurately, ensuring compliance with ISG financial procedures.</li>
<li>Assist in developing/maintaining efficient transportation request and arrangement processes, following ISG best practices.</li>
</ul>
<p>Helpdesk</p>
<ul>
<li>Serve as the initial point of contact for end-users seeking assistance with Kissflow and Google Workspace applications via phone, email, and/or ticketing system.</li>
<li>Provide prompt, courteous, and accurate first-level technical support, aiming for first-call resolution whenever possible.</li>
<li>Escalate complex technical issues that require in-depth knowledge to a Google Administrator, providing detailed information about the problem and troubleshooting steps taken.</li>
<li>Potentially assist with basic IT support tasks beyond Kissflow and Google Workspace as needed (e.g., password resets, basic hardware troubleshooting).</li>
<li>Manage IT inventory and coordinate repair services.</li>
</ul>
<p>Operations Support and Purchasing</p>
<ul>
<li>Manage IT and non-IT purchase inquiries and requests from the District Office and all schools, including research, vendor coordination, quote acquisition, and processing of finance documents (e.g., CJF, bid analysis).</li>
<li>Handle end-to-end procurement for IT infrastructure projects, school maintenance, and building improvements in Aziziyah, Dammam, and Jubail, including purchase requisition, invoice processing, delivery coordination, and project scheduling.</li>
<li>Oversee the Operations Department's financial transactions by monitoring procurement cards and cash expenditures.</li>
<li>Track and process district-wide IT software, subscription renewals, and Operations maintenance contracts.</li>
<li>Manage ISG business accounts with STC and Mobily, including service requests, cancellations, transfers, and portal administration for the District Office and schools.</li>
<li>Submit monthly absence reports for the Operations Department.</li>
<li>Manage the inventory of Aziziyah campus keys and flags.</li>
<li>Perform other duties as assigned by the manager.</li>
</ul></div><div><h2 class="jobSectionHeader"><b>Qualifications and Knowledge</b></h2>
<p>The successful candidate should ideally have:</p>
<ul>
<li>Bachelor degree;</li>
<li>Previous work experience related to Support services and maintenance is a plus;</li>
<li>Flexible in working hours, able to work some weekends, off hours and holidays if needed;</li>
<li>Able to work under pressure and meet daily deadlines;</li>
<li>A team player that can work with minimal supervision.</li>
</ul></div><div><h2 class="jobSectionHeader"><b>Experience and Skills</b></h2>
<p>The ideal candidate will have:</p>
<h5 class="jobSectionHeader"><b>
Experience</b></h5>
<ul><li>With various computer applications is a plus.</li>
</ul><h5 class="jobSectionHeader"><b>Skills</b></h5>
<ul><li>Excellent command of English and Arabic, both written and oral is a plus.</li></ul></div></div></div></div>

Executive Secretary

Alphard Group

<p><b>Executive Secretary</b></p><p>Job Location &ndash; Dubai</p><p>Salary &ndash; Based on the relevant experience</p><p>Availability &ndash; Immediate</p><p>Reporting to &ndash; Chairman&rsquo;s Office</p><p>Industry &ndash; Shipping &amp; Marine</p><p><b>Position Summary:</b></p><p>A leading, globally diversified maritime company is looking to hire an Executive Secretary with signatory or Power of Attorney (POA) authority for the Managing Director (MD) who will hold a high-level, trusted position combining senior administrative support with significant legal and corporate governance responsibilities. This role goes beyond standard executive assistance to include legally binding actions on the company's behalf.</p><p><b>Job Responsibilities:</b></p><p><b>1)Administrative &amp; Operational duties- </b></p><ul><li>Manage calendars, schedule meetings, coordinate travel, and handle correspondence.</li><li>Act as liaison between the Chairman&rsquo;s office and internal departments, banks, clients, and partners.</li><li>Handle routine administrative work.</li></ul><p>*</p><p><b>2)Documentation and corporate governance duties-</b></p><ul><li>Execute and sign documents reviewed by the internal departments, such as contracts, agreements, and specific financial transactions, as explicitly authorized by a board resolution or a Power of Attorney.</li><li>Managing bank accounts.</li><li>Attest and certify corporate documents and board resolutions.</li></ul><p>*</p><p><b>Job Requirements:</b></p><ul><li>A Bachelor's degree in Finance, Law, or a related field is preferred, particularly for roles involving legal authority. Relevant professional certifications (e.g., Certified Administrative Professional, Corporate Secretaryship) are a plus.</li><li>3-4 years of proven experience as an Executive Assistant, Personal Assistant, or Corporate Secretary, with a strong track record of supporting senior management.</li><li>Experience in handling legal documentation, confidential information, and board-level communications.</li><li>Exceptional communication skills, both written and verbal.</li><li>Proficiency in Microsoft Office Suite, calendar management software, project management tools, communication platforms, and any industry-specific software used for executive support.</li><li>Familiarity with corporate protocols, executive-level etiquette, confidentiality requirements, and an understanding of business operations in the relevant industry.</li></ul><p>Job Type: Full-time</p><p>Application Question(s):</p><ul><li>Can you join immediately? Yes/ No</li><li>What type of Visa do you hold? Employment/Visit/Spouse/Freelance/Cancelled</li><li>If working what will be your notice period?</li><li>What is your current salary?</li><li>What is your UAE mobile number?</li></ul><p>Experience:</p><ul><li>Exec. Assist. Personal Assist., or Corporate Secretary: 5 years (Required)</li></ul><p>License/Certification:</p><ul><li>Certification of  Administrative or Corporate Secretaryship (Preferred)</li></ul>

KAHRAB ELECTROMECHANICAL CONTRACTING LLC

<p>Job Title: MEP Secretary Department: Mechanical, Electrical, and Plumbing (MEP) Job Summary</p><p>The MEP Secretary provides administrative and document control support to the MEP team, ensuring smooth coordination between engineering, site operations, and project management. This role is vital for maintaining accurate records, facilitating communication, and ensuring compliance with project timelines and standards.</p><p>Key Responsibilities1. <b>Document Control &amp; Management</b></p><ul><li>Maintain and organize MEP-related documents: shop drawings, material submittals, RFIs, inspection requests, method statements.</li><li>Ensure proper version control and timely distribution of documents to relevant stakeholders.</li><li>Use document control systems like Aconex, Procore, or internal DMS.</li></ul><p>2. <b>Administrative Support</b></p><ul><li>Prepare letters, memos, reports, and meeting minutes.</li><li>Schedule meetings, coordinate calendars, and manage travel arrangements for MEP staff.</li><li>Track deadlines and follow up on pending approvals or submissions.</li></ul><p>3. <b>Coordination &amp; Communication</b></p><ul><li>Liaise with consultants, contractors, and internal departments to ensure smooth document flow.</li><li>Support MEP engineers in submitting documents to clients or authorities.</li><li>Relay technical queries and responses between site and office teams.</li></ul><p>4. <b>Technical Familiarity</b></p><ul><li>Understand basic MEP systems (HVAC, electrical layouts, plumbing schematics) to assist with documentation.</li><li>Ensure that MEP submissions align with architectural and structural drawings.</li></ul><p>5. <b>Compliance &amp; Quality Assurance</b></p><ul><li>Ensure all documentation meets project standards and regulatory requirements.</li><li>Assist in preparing QA/QC documentation and inspection logs.</li></ul><p>Skills &amp; Qualifications Required Skills</p><ul><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint).</li><li>Familiarity with document control platforms (e.g., Aconex, Procore).</li><li>Strong organizational and multitasking abilities.</li><li>Excellent written and verbal communication.</li></ul><p>Education &amp; Experience</p><ul><li>Diploma or Bachelor's degree in Business Administration or related field.</li><li>Prior experience in construction or engineering projects preferred.</li><li>Knowledge of MEP terminology and workflows is a strong advantage.</li></ul><p>Job Type: Full-time</p><p>Pay: AED4,000.00 - AED5,000.00 per month</p>

Secretary

Middle East Builders Mechanical Group

<p>We are seeking a detail-oriented and proactive <b>Secretary</b> to join our team. The ideal candidate will be highly organized, reliable, and able to provide comprehensive administrative support to management. Preference will be given to <b>Philippine </b><b>candidates</b>.</p><p><b>Key Responsibilities:</b></p><ul><li>Handle day-to-day administrative and clerical tasks</li><li>Manage phone calls, emails, and correspondence</li><li>Organize and maintain files, records, and documents</li><li>Assist in scheduling meetings, preparing agendas, and taking minutes</li><li>Coordinate travel arrangements and office logistics</li><li>Support management in daily operations as required</li></ul><p><b>Requirements:</b></p><ul><li>Previous experience as a Secretary, Executive Assistant, or similar role</li><li>Excellent communication and interpersonal skills</li><li>Strong organizational and multitasking abilities</li><li>Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)</li><li>Professional appearance and demeanor</li><li>Preference for <b>P*hilippine </b>candidates currently based in the UAE*</li></ul><p><b>What We Offer:</b></p><ul><li>Competitive salary package</li><li>Professional and supportive work environment</li><li>Opportunity to grow within the company</li></ul><p>Job Type: Full-time</p>

Sealy Mattress Middle East

<div><p>Sealy Mattress Middle East, a prominent player in the consumer goods industry and a distinguished operation licensee of Sealy Inc. includes a rich heritage and a commitment to excellence in providing quality bedding solutions across the MENA region. We are currently seeking an organized and proactive Executive Secretary to support our executive team and ensure the smooth operation of our office. With our state-of-the-art production facility located in Jeddah, Saudi Arabia, we have established our presence since 1990 as a leader in high-end mattress products. As an Executive Secretary, you will play a key role in facilitating communication, managing schedules, and providing administrative support to our leadership, ensuring that daily operations run seamlessly. If you thrive in a fast-paced environment and have a passion for delivering exceptional service, we invite you to join our dedicated team at Sealy Mattress Middle East.</p><h3 class="jobSectionHeader"><b><br>
Responsibilities</b></h3><ul>
<li>Manage and organize the executive's schedule, including appointments, meetings, and travel arrangements.</li>
<li>Prepare and distribute correspondence, reports, and presentations as needed.</li>
<li>Coordinate and facilitate internal and external communications with stakeholders.</li>
<li>Maintain filing systems and ensure accuracy and confidentiality of documents.</li>
<li>Assist with project coordination and monitor deadlines to ensure timely completion of tasks.</li>
<li>Act as the point of contact for inquiries directed to the executive office.</li>
<li>Support ad-hoc projects and administrative functions as required.</li>
</ul><p><b>
Requirements</b></p><ul>
<li>
Bachelor's degree in Business Administration, Secretarial Studies, or a related field.</li>
<li>Proven 3 years experience as an Executive Secretary or similar administrative role, preferably in the consumer goods sector.</li>
<li>Strong organizational skills and the ability to manage multiple priorities effectively.</li>
<li>Excellent written and verbal communication skills in Arabic and English.</li>
<li>Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).</li>
<li>Strong attention to detail and the ability to maintain confidentiality in all matters.</li>
<li>Ability to work independently and collaboratively in a team environment.</li>
<li>Male / Female</li>
<li>Age: 27 to 35 years old</li>
<li>Saudi, Egyptian or Syrian national</li>
</ul><p><b>
Benefits</b></p><ul>
<li>
Private Health Insurance</li>
<li>Training &amp; Development</li>
<li>Performance Bonus</li></ul></div>

HYM Investment Group

<p>We are seeking a <b>highly organized and proactive Executive Secretary</b> to provide dedicated administrative support to our CEO. This position requires exceptional communication skills, professionalism, and the ability to manage multiple tasks efficiently in a fast-paced environment.</p><p><b>Key Responsibilities:</b></p><ul><li>Manage and maintain the CEO&rsquo;s calendar, appointments, and meetings.</li><li>Handle incoming correspondence, screen calls/emails, and ensure timely responses.</li><li>Prepare agendas, draft meeting minutes, and track follow-up actions.</li><li>Coordinate complex travel arrangements, including itineraries and logistics.</li><li>Draft and format reports, presentations, and internal communications.</li><li>Manage sensitive and confidential information with discretion.</li><li>Oversee administrative tasks and collaborate with internal teams.</li><li>Proactively prioritize tasks and anticipate the CEO&rsquo;s needs.</li></ul><p><b>Qualifications &amp; Skills:</b></p><ul><li>Bachelor&rsquo;s degree in Business Administration, Management, or related field.</li><li>3&ndash;5 years of experience as an Executive Secretary, Personal Assistant, or similar role.</li><li>Strong command of Microsoft Office (Word, Excel, PowerPoint, Outlook).</li><li>Excellent verbal and written communication skills.</li><li>High level of integrity, professionalism, and confidentiality.</li><li>Strong organizational and multitasking abilities with attention to detail.</li></ul><p>Job Types: Full-time, Permanent</p><p>Pay: AED5,000.00 - AED5,500.00 per month</p>

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