Job Description

The Secretary to the Managing Director will provide high-level administrative and secretarial support to the Managing Director (MD), ensuring smooth operations and assisting in the management of daily tasks. The role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information.

Key Responsibilities:

Manage and prioritize the MD's schedule, including meetings, appointments, and travel arrangements. Prepare, review, and organize correspondence, reports, presentations, and other documents. Maintain accurate records, filing systems, and databases for the MD's office. Act as the point of contact between the MD and internal/external stakeholders. Screen and manage incoming calls, emails, and correspondence, responding when appropriate. Facilitate clear and effective communication on behalf of the MD. Organize and coordinate meetings, including agenda preparation, minutes taking, and follow-ups. Ensure proper documentation and dissemination of action items. Assist in the management of special projects or initiatives led by the MD. Conduct research and provide reports or data analysis as needed. Collaborate with internal departments, clients, suppliers, and contractors to ensure the MD's directives are implemented. Support the MD in monitoring key project milestones and deadlines. Handle office-related tasks such as ordering supplies, managing invoices, and ensuring office equipment is functional. Coordinate with HR or administrative teams on staffing or operational needs.

Qualifications and Experience:

Education:

Bachelor's degree in business administration, Management, or a related field preferred.

Experience:

At least 5-10 years of proven experience as a Secretary, Executive Assistant, or similar role, ideally in the construction industry.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.

Communication Skills:

Excellent verbal and written communication skills in English (knowledge of additional languages is a plus).

Organizational Skills:

Strong multitasking and time-management skills, with the ability to prioritize tasks effectively.

Interpersonal Skills:

Professional demeanor with strong problem-solving abilities and attention to detail.

Confidentiality:

High level of integrity and ability to handle sensitive information discreetly.

Working Conditions:

Office-based role with occasional travel to project sites or external meetings. May require extended working hours depending on the MD's schedule and project deadlines.
Job Type: Full-time