Summary
GINCO Contracting is seeking a Secretary to support project leadership and day-to-day site office operations in the UAE. The role includes managing calendars, drafting correspondence, organizing meetings and recording minutes, and coordinating travel bookings. Responsibilities also cover office supplies, visitor and telephone management, courier services, confidential filing, and supervising office boys. The Secretary will also support visa processing for visiting corporate staff and management.
The posting
As published on gccginco.ae. Pulled from the employer's site and shown as they wrote it.
Job Description
Provide professional secretarial, administrative, and office management support to project leadership, facilitating smooth day-to-day office operations, calendar management, and communications.
3. SCOPE OF THE ROLE
Site office administration, formal correspondence drafting, meeting organization, minute taking, travel coordination, and office stationery inventory.
4. KEY RESPONSIBILITIES
• Executive Administrative Support: Provide dedicated administrative support to the Project Director and Project Manager, managing calendars, appointments, and schedules.
• Correspondence Drafting: Draft, format, and proofread formal letters, internal memos, meeting agendas, and general administrative notices.
• Meeting Organization & Minute Taking: Organize executive and progress meetings, distribute agendas in advance, take detailed minutes, and circulate approved action items.
• Office Management & Supplies: Manage site office supplies, printer consumables, stationery orders, and supervise office boys to maintain cleanliness.
• Visitor & Telephone Management: Screen incoming telephone inquiries, welcome visiting clients and consultant representatives professionally, and manage courier services.
• Travel & Booking Coordination: Coordinate flight bookings, hotel reservations, and visa processing support for visiting corporate staff and management.
• Filing & Administrative Confidentiality: Maintain strictly organized, confidential filing systems for management records, staff files, and executive correspondence.