Secretary – Project Execution

About the role

The Secretary – Project Execution provides comprehensive administrative support to the Head of Department and the wider team, ensuring smooth daily operations within a fast‑paced real‑estate environment.

Key responsibilities

• Manage calendars, schedule meetings, prepare agendas, record minutes and maintain action trackers.
• Develop and administer document‑control systems, handling filing, tracking and retrieval of departmental records.
• Perform routine administrative duties such as data entry, correspondence handling, document preparation, printing, scanning and filing.
• Coordinate travel arrangements, including flight bookings, hotel reservations, visa processing and expense claims.
• Raise and monitor purchase requisitions, ensuring timely processing of departmental purchases.
• Monitor stationery, office supplies and inventory to support uninterrupted operations.
• Assist staff with day‑to‑day administrative tasks and support special projects or ad‑hoc assignments.
• Organise employee‑engagement activities such as birthdays, recognitions, onboarding events, work anniversaries and farewells.
• Maintain confidentiality and professionalism while liaising with internal and external stakeholders.

Required profile

• High School Diploma or equivalent.
• 5–7 years of administrative/secretarial experience, preferably in the Gulf region.
• Strong organisational, communication, multitasking and time‑management abilities.

Required skills

• Proficiency with Microsoft Office applications.
• Experience using administrative systems/tools and document‑control platforms.