Admin Secretary

Job description / Role

We are seeking a highly organized and proactive Admin Secretary to join our dynamic team in the oil and gas and engineering industry in Abu Dhabi. The successful candidate will play a crucial role in supporting the administrative functions of our organization, ensuring smooth operations and effective communication across departments. This position is ideal for someone who thrives in a fast-paced environment and possesses excellent multitasking and communication skills.

Responsibilities:
- Manage and coordinate the daily administrative functions of the office, including scheduling meetings, maintaining calendars, and organizing travel arrangements.
- Prepare and distribute internal and external communications, including memos, reports, and presentations, ensuring clarity and professionalism.
- Assist in the preparation of documents and reports related to oil and gas operations, ensuring compliance with industry standards and regulations.
- Maintain an organized filing system and ensure that all confidential documents are securely stored.
- Serve as the first point of contact for visitors and clients, providing a warm and professional reception.
- Support the management team with various administrative tasks, including data entry, record keeping, and project tracking.
- Coordinate office logistics, including supply inventory, equipment maintenance, and vendor management.
- Facilitate communication between departments and ensure that all administrative tasks are completed efficiently and on time.
- Contribute to team meetings by providing updates on administrative tasks and suggesting improvements to processes.
- Assist in organizing company events, training sessions, and meetings, ensuring all logistical details are handled effectively.

- Proven experience as an administrative secretary or in a similar administrative role, preferably in the oil and gas industry.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Excellent written and verbal communication skills in English; proficiency in Arabic is a plus.
- Ability to multitask and prioritize tasks in a fast-paced environment while maintaining attention to detail.
- Demonstrated organizational skills with a proactive approach to problem-solving.
- Strong interpersonal skills and the ability to work collaboratively within a team and with external stakeholders.
- High level of discretion and confidentiality when handling sensitive information.
- A relevant degree or certification in administration or a related field is an advantage.
- Familiarity with the oil and gas industry and its operations will be considered a strong asset.

Salary:
AED 2,500 to 3,000 per month inclusive of fixed allowances.

About the Company

ICE was established in 2001 in Cairo, Egypt by a team of senior managers and engineers with 20 to 30 years of experience from Shell, Stone & Webster (Canada), Bantrel (Canada), Shell (Netherlands) and ADNOC (UAE).

ICE team has been working together for 22 years, we understand, and practice multi-discipline works. ICE provides engineering, project management, asset integrity, cathodic protection, management services to the oil & gas , Petrochemicals, export and import terminals , Energy and other Industrial Sectors.