Secretary

The role of a Secretary at a major international construction company like Arab Contractors (Dubai) LLC is a key administrative support position, often reporting to a Senior Manager, Department Head, or Project Director. This role requires exceptional organizational skills, professionalism, and the ability to handle confidential and critical documents.

Here is a detailed Job Description (JD) for a Secretary at Arab Contractors (Dubai) LLC:

Secretary Job Description
Company:

Arab Contractors (Dubai) LLC

Department:

Varies (e.g., Administration, Technical Office, Project Management)

Job Summary:

The Secretary provides comprehensive administrative, secretarial, and organizational support to the assigned Manager or Department. The role is essential for maintaining efficient office operations, managing critical documentation, and facilitating professional communication both internally and externally.

Key Responsibilities:
1. Administrative and Office Management

• Correspondence: Manage all incoming and outgoing correspondence (emails, letters, faxes, memos), drafting responses on behalf of the Manager, ensuring proper formatting, grammar, and professionalism.
• Filing and Documentation: Establish and maintain an efficient and confidential physical and electronic filing system for all official documents, contracts, reports, and project records.
• Office Supplies: Monitor and manage the inventory of office supplies, placing and tracking orders to ensure the team is always adequately equipped.
• Visitor Management: Act as the first point of contact for the Manager/Department, greeting visitors, answering and screening phone calls, and directing inquiries to the appropriate personnel.

2. Schedule and Meeting Coordination

• Calendar Management: Proactively manage and coordinate the Manager's complex calendar, scheduling internal and external meetings, appointments, and project reviews.
• Meeting Preparation: Prepare meeting agendas, compile and distribute pre-reading materials, arrange the meeting space (including necessary equipment/refreshments), and take accurate and comprehensive minutes of meetings.
• Travel Arrangements: Handle and coordinate all travel logistics for the Manager and/or department staff, including flights, accommodation, transportation, and visa documentation.

3. Document Control and Report Generation

• Document Preparation: Prepare, format, proofread, and edit a variety of official documents, including reports, presentations (e.g., PowerPoint), contracts, proposals, and internal memos, ensuring they adhere to company standards.
• Confidentiality: Handle sensitive information and confidential project, company, or personnel data with the utmost discretion and integrity.
• Reports: Assist in gathering data and compiling routine reports (daily/weekly/monthly progress reports, status updates) for submission to senior management or external stakeholders.

4. Team and Project Support

• Liaison: Coordinate and follow up on actions and communications between the Manager's office and other departments (e.g., Finance, HR, Technical Office, Site Teams) to ensure deadlines are met.
• Subcontractor/Supplier Coordination: Assist with administrative coordination related to subcontractors, vendors, and suppliers, which may include assisting with tracking documentation or initial Local Purchase Order (LPO) preparation.
• Special Projects: Provide administrative support for various special projects, events, or official company functions as required.

Desired Candidate Profile

• Education: High school diploma is required; a Diploma or Bachelor's degree in Business Administration, Secretarial Studies, or a related field is preferred.
• Experience: Minimum 3 years of proven experience as a Secretary, Executive Assistant, or Administrative Officer, preferably within the construction, engineering, or a related corporate sector in the UAE.
• Skills & Knowledge:
  
  IT Proficiency: Expert-level proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) is mandatory.
  
  Communication: Excellent written and verbal communication skills in English and (often preferred or mandatory for a regional company) Arabic.
  
  Professionalism: Strong professional demeanor, organizational, time management, and multi-tasking skills.
  
  Confidentiality: Demonstrated ability to handle sensitive and confidential information with absolute integrity.

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