Project Secretary

Job Description

The Project Secretary will provide comprehensive administrative and secretarial support to the Developers Project Management Team throughout all phases of the project lifecycle. The role focuses on efficient documentation control, coordination of communication between stakeholders, preparation of reports, and supporting daily operational and administrative tasks to ensure smooth project delivery.

Key Responsibilities:

1. Document Control & Records Management

• Manage all incoming and outgoing correspondence, ensuring timely distribution to relevant team members and stakeholders.
• Maintain and update project filing systems (physical and electronic) in line with project protocols and the Clients Document Management System (DMS) or EDMS.
• Track submissions and approvals of consultant and contractor deliverables (e.g., drawings, reports, RFIs, MOMs).
• Ensure version control and maintain a comprehensive document register.

1. Meeting Coordination & Minutes

• Schedule and coordinate internal and external project meetings.
• Prepare and distribute meeting agendas, minutes, and action lists, ensuring follow-up on outstanding items.
• Support the preparation of presentation materials for meetings when required.

1. Communication & Coordination

• Serve as a key point of contact for routine communication between the Developers project team, consultants, contractors, and external stakeholders.
• Draft routine correspondence, reports, and memos on behalf of the Project Management Team.
• Support coordination of project logistics, including site visits, stakeholder meetings, and workshops.

1. Administrative Support

• Provide diary management and scheduling support for senior project team members.
• Handle travel bookings and logistics for project-related trips, if needed.
• Support the preparation and collation of monthly progress reports, dashboards, and presentations.
• Assist with tracking project deliverables, milestone submissions, and key deadlines.

1. Compliance & Governance Support

• Ensure that project documentation complies with Developer governance procedures and document control standards.
• Monitor document submission cycles from contractors, consultants, and suppliers in line with project requirements.

1. Confidentiality and Professional Conduct

• Maintain strict confidentiality on all project-related matters.
• Represent the Developer professionally in all external and internal communications.

Required Qualifications and Skills:

• Diploma or Bachelors degree in Business Administration, Secretarial Studies, or a related field.
• Minimum of 35 years experience in a similar administrative/secretarial role within the construction, engineering, or real estate development industry in the UAE is a must.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and experienced with document control systems in particular Procore is preferred
• Excellent organizational and time management skills with strong attention to detail.
• Strong written and verbal communication skills in English.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Familiarity with construction terminology and processes is highly desirable.

Preferred Experience:

• Experience supporting teams working on large-scale mixed-use, hospitality, or residential developments.
• Prior involvement in projects delivered under fast-track programs and international consultancy teams is a plus.