Executive Secretary

The Executive Secretary for the construction sector is responsible for providing administrative and organizational support at the senior management level (General Manager, Chairman of the Board). This role serves as the essential link between the company's headquarters and project management offices (construction sites), facilitating the flow of technical and financial documents with consultants, owners, and subcontractors.

Key responsibilities include:

• Managing technical communications: Drafting and directing official correspondence and communications with owners, consultants, and subcontractors.
• Tracking project documents: Receiving and documenting requests for information (RFIs), submittals, and change orders.
• Coordinating with sites: Communicating directives from senior management to project managers and engineers at construction sites.
• Managing schedules and meetings: Organizing meetings with suppliers and stakeholders, and preparing minutes of meetings for project follow-ups.
• Financial and contractual support: Receiving subcontractor invoices and directing them to financial management, while maintaining procurement documents and guarantee letters (LG) securely.
• Arranging site visits: Scheduling travel and accommodation arrangements for the executive to various construction sites.
• Digital document management: Building an electronic document management system (DMS) that ensures quick access to drawings, contracts, and daily reports for projects.

Qualifications and required experience:

• Education: Bachelor’s degree in Business Administration, Languages and Translation, or Office Management (a background in construction or engineering is considered an additional asset).
• Experience: 3 to 5 years in executive administration, including at least two years within a construction company or real estate development.

Specialized skills:

• Technical terminology: Good understanding of construction and contracting terminology in both Arabic and English.
• Resilience and adaptability: High ability to handle work pressures and adjust project schedules and emergency situations.
• Technical skills: Proficient in MS Office suite and electronic document management systems, familiarity with ERP systems is preferred.
• Written communication: Exceptional ability to draft official correspondence and reports in a precise diplomatic manner.