Senior Secretary

Job Title - Senior Secretary Job Purpose: Provide comprehensive administrative, secretarial, and organizational support to assigned managers and teams. Ensure efficient coordination of office activities, business communications, travel arrangements, documentation management, and administrative processes while maintaining professionalism and confidentiality. Candidate shall be fluent in written and spoken English, familiar with Design/Project Office procedures, and possess expert typing and word processing (MS Word for Windows) skills and have other computing skills, eg, Excel and PowerPoint. Be extremely well versed in business writing in English and be experienced in managing the day-to-day affairs of an executive level individual, including the handling of travel plans and arrangements for COMPANY VIP visitors. He/she must have minimum 5 years in a Senior Management secretarial position. Secretaries" shall be fluent in written and spoken English, familiar with design office procedures, and possess expert typing and word processing (MS Word for Windows) skills and have other computing skills, e.g. Key Responsibilities: Administrative & Secretarial Support: Manage calendars, appointments, meetings, and business schedules. Coordinate meetings, prepare agendas, and distribute meeting documentation. Record meeting minutes and monitor follow-up actions. Screen telephone calls, correspondence, and visitors. Draft, edit, and manage business correspondence, reports, presentations, and official communications. Travel & Logistics Coordination: Arrange domestic and international travel, including flights, hotels, transport, and visas. Monitor passport validity and visa requirements. Coordinate travel documentation and expense claims. Support visitors and expatriates with travel and accommodation logistics. Document & Information Management Maintain physical and electronic filing systems. Ensure proper archiving and retrieval of business records. Support document control activities and compliance with company procedures. Manage confidential information with discretion. Office Administration: Monitor office supplies and coordinate procurement of stationery and administrative materials. Support onboarding logistics for new employees. Assist with departmental events, workshops, and business gatherings. Communication & Coordination: Act as a liaison between managers, departments, and external stakeholders. Facilitate smooth communication and information flow within the team. Support reporting and data collection activities. Qualifications: Diploma or Bachelor's Degree in Business Administration, Office Management, or related discipline. 5-8 years of secretarial or administrative experience in a corporate environment. Required Competencies: Advanced Microsoft Office Suite skills. Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Travel coordination and logistics management. Document management and record keeping. High level of confidentiality and professionalism. Fluent English communication; additional languages are an advantage. Additional Information We support your development! Do you feel you might not fit this role perfectly? If you think you can contribute to our business development in the future, don’t hesitate to apply anyway through our spontaneous application form! We embrace diversity! At Saipem, we believe that innovation thrives through diversity. Our culture is built on mutual respect, collaboration, inclusion and the belief that our differences drive our progress. Safety and Sustainability matter to us! Operating in difficult and at times extreme situations, the focus is always on the health and safety of people and the preservation of the natural ecosystem. Find out more on our career page here One vision, many paths, limitless possibilities. PRIVACY POLICY In accordance with the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL) and, the Abu Dhabi Global Market (ADGM) Data Protection Regulations 2021. (“GDPR”). All interested candidates (L. 903/03) are invited to consult the privacy policy (art 13, 14, D.Lgs 196/03 and art 13 GDPR 679/16). #LI-ZI1

Qualifications: Diploma or Bachelor's Degree in Business Administration, Office Management, or related discipline. 5-8 years of secretarial or administrative experience in a corporate environment. Required Competencies: Advanced Microsoft Office Suite skills. Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Travel coordination and logistics management. Document management and record keeping. High level of confidentiality and professionalism. Fluent English communication; additional languages are an advantage.

Administrative & Secretarial Support: Manage calendars, appointments, meetings, and business schedules. Coordinate meetings, prepare agendas, and distribute meeting documentation. Record meeting minutes and monitor follow-up actions. Screen telephone calls, correspondence, and visitors. Draft, edit, and manage business correspondence, reports, presentations, and official communications. Travel & Logistics Coordination: Arrange domestic and international travel, including flights, hotels, transport, and visas. Monitor passport validity and visa requirements. Coordinate travel documentation and expense claims. Support visitors and expatriates with travel and accommodation logistics. Document & Information Management: Maintain physical and electronic filing systems. Ensure proper archiving and retrieval of business records. Support document control activities and compliance with company procedures. Manage confidential information with discretion. Office Administration: Monitor office supplies and coordinate procurement of stationery and administrative materials. Support onboarding logistics for new employees. Assist with departmental events, workshops, and business gatherings. Communication & Coordination: Act as a liaison between managers, departments, and external stakeholders. Facilitate smooth communication and information flow within the team. Support reporting and data collection activities.