Secretary

Role Overview

The Secretary role supports the Operational & Technical Affairs Director and Chief Financial Officer by managing executive operations, coordinating strategic communications, overseeing management action plans, supporting decision-making, maintaining document control, and ensuring professionalism, confidentiality, and governance standards.

Key Responsibilities

• Act as the main liaison between Operational & Technical Affairs, Finance, and all company departments.
• Assist the Director and CFO in meeting goals through efficient executive administration and coordination.
• Coordinate preparation of executive reports, presentations, management papers, committee documents, business reviews, and official correspondence.
• Monitor and follow up on management decisions and executive action plans across departments.
• Ensure communication flows effectively between executive management and internal/external stakeholders.
• Enhance administrative systems, office procedures, and document control to boost operational efficiency.
• Maintain compliance with company policies on records management, confidentiality, and governance.
• Support executive management during audits, inspections, reviews, board meetings, and strategic initiatives.
• Manage daily schedules, appointments, meetings, and priorities for the Director and CFO.
• Screen, prioritize, and coordinate incoming correspondence, requests, emails, and documents.
• Prepare executive correspondence, reports, presentations, memoranda, speeches, letters, and confidential documents.
• Organize internal and external meetings, prepare agendas, compile documents, record minutes, and track action items.
• Maintain electronic and physical filing and document control systems.
• Track departmental deadlines and proactively follow up on pending approvals, reports, projects, and assigned actions.
• Facilitate communication between departments including Production, Maintenance, Procurement, HR, Legal, Internal Audit, and others.
• Handle business travel arrangements, accommodations, transportation, visas, and logistics for executives.
• Prepare monthly, quarterly, and annual executive reports and management presentations.
• Assist in coordinating budgets, business plans, departmental reports, and strategic documents.
• Protect confidential financial, legal, commercial, technical, and operational information with high discretion.
• Coordinate executive meetings with government bodies, consultants, contractors, suppliers, auditors, financial institutions, and external stakeholders.
• Review office workflows and recommend improvements to increase efficiency and service quality.
• Ensure timely and accurate processing of correspondence, approvals, and commitments.
• Perform additional executive administrative duties as assigned by the Director or CFO.
• Foster effective relationships across all departments and promote teamwork and professionalism.
• Provide guidance and support to junior administrative staff.
• Assist in cross-functional projects and management initiatives providing necessary administrative cooperation.

Qualifications and Experience

• Bachelor's degree in Business Administration, Office Management, Secretarial Studies, Management, or a related field.
• Professional certification in Executive Administration or Office Management is beneficial.
• Fluency in Arabic and English, both spoken and written, including business writing, translation, and verbal communication skills.
• Proven ability to prepare professional correspondence, reports, presentations, and minutes in both languages.
• Minimum 5 to 7 years experience as a Secretary, Executive Assistant, or Executive Office Coordinator supporting high-level executives.
• Preferred experience in industrial, manufacturing, engineering, construction, or corporate environments.
• Demonstrated expertise in executive office administration, report creation, document control, and management coordination.