Secretary

Role Objective

To provide high-level executive, administrative, and coordination support to the Operational & Technical Affairs Director and the Chief Financial Officer (CFO) by managing executive office operations, coordinating strategic communications, monitoring management action plans, facilitating decision-making processes, ensuring effective document control, and maintaining the highest standards of professionalism, confidentiality, corporate governance, and operational efficiency.

Detailed Roles and Responsibilities

STRATEGIC RESPONSIBILITIES

• Serve as the primary coordination point between the Operational & Technical Affairs Directorate, Finance Directorate, and all company departments.
• Support the Operational & Technical Affairs Director and CFO in achieving departmental and corporate objectives through effective executive administration and coordination.
• Coordinate the preparation of executive reports, presentations, management papers, committee documents, business reviews, and official correspondence.
• Monitor executive action plans and follow up on the implementation of management decisions with concerned departments.
• Ensure proper communication and coordination between executive management and internal and external stakeholders.
• Contribute to enhancing administrative systems, executive office procedures, and document control practices to improve operational efficiency.
• Ensure compliance with company policies relating to records management, confidentiality, and corporate governance.
• Support executive management during audits, inspections, management reviews, Board meetings, and strategic initiatives.

OPERATIONAL RESPONSIBILITIES

• Manage and coordinate the daily schedules, appointments, meetings, and priorities of the Operational & Technical Affairs Director and CFO.
• Screen, prioritize, and coordinate incoming correspondence, reports, requests, emails, and official documents.
• Prepare executive correspondence, memoranda, reports, presentations, speeches, letters, and confidential documents.
• Coordinate internal and external meetings, prepare agendas, compile supporting documentation, record Minutes of Meetings (MOM), and monitor completion of agreed action items.
• Maintain effective executive filing and document control systems in both electronic and hard-copy formats.
• Monitor departmental deadlines and proactively follow up with departments regarding pending approvals, reports, projects, and assigned actions.
• Coordinate communication between Operational & Technical Affairs, Finance, Production, Maintenance, Procurement, Human Resources, Legal, Internal Audit, and other departments.
• Arrange business travel, accommodation, transportation, visas, and logistics for executive management when required.
• Prepare monthly, quarterly, and annual executive reports and management presentations.
• Assist in coordinating budgets, business plans, departmental reports, and strategic documentation.
• Maintain confidential financial, legal, commercial, technical, and operational information with the highest level of discretion.
• Coordinate executive meetings with government authorities, consultants, contractors, suppliers, auditors, financial institutions, and external stakeholders.
• Monitor office workflow and recommend administrative improvements to enhance efficiency and service quality.
• Ensure that executive correspondence, approvals, and commitments are processed accurately and within required timelines.
• Perform any additional executive administrative duties assigned by the Operational & Technical Affairs Director or CFO.

PEOPLE MANAGEMENT

• Build and maintain effective working relationships with employees across all departments.
• Facilitate effective communication between executive management and departmental teams.
• Coordinate administrative support for cross-functional projects and management initiatives.
• Provide guidance and support to junior administrative staff where required.
• Promote teamwork, professionalism, and continuous improvement within the administrative function. 

BEHAVIORAL SKILLS, KNOWLEDGE AND EXPERIENCE

Educational Qualifications

• Bachelor's Degree in Business Administration, Office Management, Management, Secretarial Studies, or a related discipline.
• Professional certification in Executive Administration or Office Management is an advantage. 

Language Requirements

• Fluency in both Arabic and English (spoken and written) is mandatory.
• Excellent business writing, translation, and verbal communication skills in both languages.
• Ability to prepare professional correspondence, reports, presentations, and Minutes of Meetings (MOM) in Arabic and English.

Experience

• Minimum 5–7 years of experience as an Secretary, Executive Assistant, or Executive Office Coordinator supporting senior executives.
• Previous experience within industrial, manufacturing, engineering, construction, or corporate organizations is highly preferred.
• Proven experience in executive office administration, report preparation, document control, and management coordination.