Wood is currently looking for a to work out of our office in Al-Khobar, Saudi Arabia. This position will be part of our COTC core team and is expected to last for approximately twelve months.
Wood is currently looking for a Project Secretary to work out of our office in Al-Khobar, Saudi Arabia. This position will be part of our COTC core team and is expected to last for approximately twelve months.
Our clients are setting up a new Joint Venture business which will take crude oil and produce a wide range of bulk chemical products.
The project will be a first of a kind investment with a fully integrated 600,000 bpd refinery and chemicals complex including two parallel ethylene crackers, and with limited co-
production of fuels. All the individual parts of the project will be world scale, and the integration will deliver world beating production efficiency.
The TIC is likely to be of the order of $20-$25 Billion making it one of the largest ever single-phase investments in the petrochemicals industry.
Implement and adhere to approved quality management system procedures. Maintain all secretarial administrative electronic files in accordance with procedures
Prepare and coordinate presentations / conference call / meetings and events with internal and external parties
Manage and ensure timely arrangement of all meetings. Maintain the Conference Room Schedule. Arrange meetings, schedule locations, coordinate time with listed attendees, arrange refreshments and equipment as needed
Ensure that all electronic correspondence is processed in accordance with procedures
Manage and maintain all logs and rosters (Leave Plan, PAN Register, Correspondence Log, POB, Vacation Plans) for the project team
Maintain Outlook project and group calendars by entering meeting details (including location and transport arrangements), team holidays and absences.
Inform relevant team members / departments of team absences as necessary
Distribute incoming / outgoing hard copy correspondence (including attachments), file and scan the same in accordance with our filing structure and procedures.
Type documents using project templates, ensuring grammatical accuracy. Record telephone messages and pass them on by email or by leaving a voicemail message
Coordinate travel arrangements (inclusive of air ticket, hotel accommodation, visa arrangement, claims) for the Managers and Project Team
Obtain clarification of policies and procedures for Project Staff. Coordinate for training arrangements with Managers and Staff (internal and external).
Compose drafts and complete non-technical correspondence from oral and / or written instruction from Project Management and SAPMT
Purchase small expensed items. Assist Management with preparing reimbursement and other claims
Process and obtain approvals of Client's Permanent ID and temporary IDs & vehicle stickers. Track Client IDs, renewal and surrendering of IDs after project completion / personnel exit
Coordinate the Project personnel site visit including their PPEs / transportation. Assist with the preparation of project presentations
Prepare E-review for project submission. Maintain E-Review comment from client, update and attend e-review meeting
Responsible for timely distribution of all correspondences and other document to Client office and from Client office.
Coordinate with Client Office Secretary for all submissions
Ensure that the clear desk policy is maintained. Maintain / monitor minimum stationery / toners / photocopier paper for Project use
Skills / Qualifications
Bachelor's Degree preferably in Business Administration
High level skills in utilizing Microsoft Word, Excel and PowerPoint
Prior experience in supporting senior management
Good organization and communication skills
Good command of the English language
Good level of confidentiality where required