Executive Assistant / Secretary AL HAJIRY TRADING CO. LLC

• Manage and maintain the daily calendar schedules of the Executive Director (ED) and General Manager (GM), ensuring efficient time management and smooth coordination of meetings and appointments.

• Provide full administrative and operational support to the ED and GM, handling day-to-day tasks and office requirements.

• Check, arrange, and track all documents requiring ED’s/GM’s signatures, including bank documents, LPOs, approvals, contracts, and other official paperwork.

• Handle personal tasks assigned directly by the ED in a timely and confidential manner.

• Organize weekly project meetings, prepare Minutes of Meeting (MOM), and circulate them to all concerned stakeholders.

• Attend additional meetings as instructed by the ED/GM and prepare MOM accordingly.

• Monitor various tender portals/websites and update the Business Development Manager (BDM) / Tender Manager on newly issued tenders.

• Coordinate the procurement of tender documents after receiving management approval.

• Draft and prepare official letters, emails, and correspondence; obtain necessary approvals/signatures (primarily from the GM) and forward them to Clients/Consultants.

• Maintain and update Pipedrive CRM databases as per assigned tasks.

• Ensure efficient office coordination, follow-ups, and documentation control.

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Key Skills Required:

• Calendar & schedule management

• Administration & office coordination

• Document control and tracking

• Minutes of Meeting preparation

• Tender coordination

• Letter drafting & official correspondence

• CRM knowledge (Pipedrive preferred)

• MS Office proficiency

• Strong communication and follow-up skills

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Experience:

5-20 years in Executive Assistant / Document Control (Construction or Engineering industry preferred) . Age below 48 Yrs

Qualification:

Bachelor’s degree / Diploma in any discipline. Additional secretarial or administrative certifications an advantage.

Ad posted by : Mr.Rabia Mubarak Al Hosni , HR Manager