Project / Project Manager Secretary – Oil & Gas

Job description

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 ResponsibilitiesProvide 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. Required Qualifications & ExperienceBachelor’s degree or Diploma in Business Administration, Management, Secretarial Studies, or a related field.4–8 years of relevant experience as a Project Secretary, Project Coordinator, Executive Secretary, or similar role.Minimum 3 years of experience in Oil & Gas, EPC, Petrochemical, or Plant Construction projects is preferred.Experience supporting a Project Manager, Project Director, Construction Manager, or senior project management team.Previous experience on ADNOC projects will be highly advantageous.Strong understanding of EPC/project construction environment and project documentation.Excellent knowledge of MS Office, particularly Word, Excel, PowerPoint, Outlook, and Teams.Strong skills in preparing MOMs, reports, presentations, trackers, correspondence, and management reports.Excellent written and verbal English communication skills.Strong organizational, coordination, follow-up, and time-management skills.Ability to manage multiple priorities and work effectively under pressure.High level of confidentiality, professionalism, attention to detail, and ownership.UAE experience, particularly within ADNOC Oil & Gas projects, will be preferred.Key CompetenciesProject Management SupportExecutive & Project Secretarial SkillsProject CoordinationDocument & Correspondence ManagementMeeting & MOM ManagementAction/Follow-up TrackingClient & Stakeholder CoordinationReporting & Presentation PreparationMS Office ProficiencyCommunication & Interpersonal SkillsTime Management & OrganizationConfidentiality & ProfessionalismPreferred Candidate Profile:Candidates with 4–8 years of experience in ADNOC/EPC Oil & Gas plant construction projects, currently or previously supporting a Project Manager/Project Director, will be strongly preferred. Experience in large-scale plant construction, brownfield/greenfield, EPC, or major infrastructure projects is an advantage.