Secretary-Project Execution

Roles and Responsibilities

• Provide comprehensive secretarial and administrative support to the Head of Department (HOD) and departmental team to ensure smooth daily operations.
• Manage calendars, schedule meetings, prepare agendas, record meeting minutes, and maintain accurate records and action trackers.
• Develop, maintain, and administer document control systems, ensuring proper filing, tracking, and retrieval of departmental records.
• Perform administrative duties including data entry, correspondence management, document preparation, printing, scanning, and filing.
• Coordinate travel arrangements, including flight bookings, hotel reservations, visa processing, and travel expense claims.
• Raise and monitor purchase requisitions for departmental requirements and ensure timely processing of administrative purchases.
• Monitor and maintain departmental stationery, office supplies, and inventory to support uninterrupted operations.
• Support departmental staff with day-to-day administrative activities and assist in the execution of special projects and ad hoc assignments.
• Organize employee engagement activities such as birthdays, recognition programs, onboarding events, work anniversaries, and farewell gatherings.
• Ensure confidentiality, professionalism, and effective communication while liaising with internal and external stakeholders.

Qualifications & Experience

• High School Diploma or equivalent qualification.
• 5 to 7 years of administrative/secretarial experience, preferably within the Gulf region.
• Proficiency in Microsoft Office applications and administrative systems/tools.
• Strong organizational, communication, multitasking, and time management skills.