Job Description

Job Summary

The Executive Secretary provides executive-level administrative and secretarial support to senior management in a construction company / concrete batching plant. The role includes coordination of projects, tender follow-up, documentation management, and communication with clients, consultants, and suppliers to ensure smooth operational and commercial processes.

?

Key Responsibilities

Provide full secretarial and administrative support to senior management Coordinate between head office, project sites, concrete plant, suppliers, and clients Follow up, track, and manage tenders from announcement to submission and award stage Prepare, compile, and submit all required tender documentation in coordination with technical, commercial, and finance teams Maintain tender registers, deadlines, clarifications, and submission records Prepare and manage official correspondence, contracts, quotations, and reports Organize meetings related to projects, production, tenders, and management; prepare agendas and minutes Maintain organized project, tender, technical, and commercial files (hard & soft copies) Follow up on approvals, payments, delivery schedules, and project timelines Handle confidential information related to tenders, contracts, pricing, and operations Arrange travel, site visits, and logistics for management Support management in preparing presentations, bid summaries, and operational reports
?

Qualifications & Skills

Bachelor's degree or Diploma in Business Administration or related field Minimum 3-5 years' experience as Executive Secretary, preferably in construction,, or industrial companies Experience in tendering procedures, bid submissions, and document control Arabic Language native speaker. Strong command of English Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) Excellent organizational, follow-up, and time-management skills Ability to work under pressure and meet strict tender deadlines
?

Preferred Experience

Experience handling government and private sector tenders Familiarity with prequalification documents, BOQs, technical submissions, and commercial proposals Experience dealing with consultants, clients, suppliers, and authorities
?

Reporting Line

Reports directly to General Manager / Operations Manager

Job Type: Full-time

Work Location: In person