Project / Project Manager Secretary – Oil & Gas

We are looking for an experienced Project / Project Manager Secretary to provide high-level administrative, coordination, and documentation support to the Project Manager on a major Oil & Gas / Plant Construction project in the UAE.

The ideal candidate should have strong experience supporting Project Managers or Project Directors within EPC, Oil & Gas, Petrochemical, or large-scale industrial construction projects, preferably with exposure to ADNOC projects. The role requires excellent coordination, document control, communication, meeting management, and follow-up skills in a fast-paced project environment.

Key Responsibilities

• Provide comprehensive secretarial and administrative support to the Project Manager and project management team.
• Manage the Project Manager's calendar, meetings, appointments, correspondence, and daily priorities.
• Coordinate internal and external meetings with clients, consultants, contractors, subcontractors, and project stakeholders.
• Prepare meeting agendas, minutes of meetings (MOM), action trackers, and follow-up reports.
• Maintain and monitor the Project Manager's action list, ensuring pending actions are followed up and closed on time.
• Prepare, format, review, and maintain project-related letters, memos, reports, presentations, and official correspondence.
• Coordinate incoming and outgoing project correspondence and ensure proper distribution to relevant departments.
• Maintain an organized filing system for project documents, correspondence, reports, approvals, and records.
• Coordinate with Engineering, Construction, Procurement, QA/QC, HSE, Planning, Commercial, HR, and Document Control teams as required.
• Support preparation of weekly and monthly project reports, management presentations, dashboards, and status updates.
• Track key project deadlines, deliverables, meetings, approvals, and commitments.
• Assist the Project Manager in coordinating client and ADNOC-related meetings, visits, presentations, and inspections.
• Prepare and coordinate arrangements for client/management visits, workshops, project meetings, and site events.
• Handle confidential project and management information with a high level of discretion.
• Follow up with various departments and project personnel to obtain required information and ensure timely responses.
• Maintain updated contact lists, distribution lists, organizational charts, and project directories.
• Assist in coordinating travel arrangements, accommodation, transportation, and other logistical requirements for project management personnel when required.
• Ensure all administrative activities are carried out in accordance with company procedures, project requirements, and ADNOC standards.
• Perform other project coordination and administrative duties assigned by the Project Manager.