Administrative Officer / Project Secretary

About the role

We are seeking an Administrative Officer / Project Secretary to support the Project Manager and multidisciplinary engineering team on projects in Abu Dhabi. Reporting to the Head of Department, the role ensures smooth administrative operations, document control and coordination across internal and external stakeholders.

Key responsibilities

• Provide administrative and secretarial support to the Project Manager and project team.
• Maintain project records, files, logs, and databases in line with company procedures.
• Assist in the preparation, formatting, and issuance of project reports, presentations, and correspondence.
• Track project deliverables, action items, and deadlines to ensure timely completion.
• Coordinate project‑related communications among internal departments, clients, subcontractors, and vendors.
• Manage incoming and outgoing correspondence, including letters, transmittals, emails, and reports.
• Maintain document registers, ensure proper filing, and distribute documents to relevant stakeholders.
• Support the preparation and submission of client deliverables and project reports while ensuring confidentiality.
• Schedule and coordinate project meetings, workshops, and review sessions; prepare agendas, presentations, and supporting documentation.
• Record meeting minutes and distribute them to participants.
• Arrange travel, accommodation, and logistics for project personnel.
• Perform other project administration activities as required.

Required profile

• Bachelor's degree or Diploma in Business Administration, Office Management, Secretarial Studies, or a related discipline.
• Certification in Office Administration or Secretarial Practice is an added advantage.
• 5–10 years of experience as a Project Secretary, Administrative Officer, or Executive Secretary, preferably within Engineering, Oil & Gas, EPC, Offshore, or Construction projects.
• Experience supporting Project Managers and multidisciplinary engineering teams is highly preferred.

Required skills