About the Role: Responsibilities, Skills, and Requirements
Introduction
Are you someone who thrives on keeping things running smoothly behind the scenes? If you’re an experienced Filipino Secretary living in Al Ain, this might just be the role you’ve been looking for. Our well-established engineering company on Khalifa Street is searching for a dependable and detail-oriented professional to be the backbone of our office operations. Here, your knack for organization and clear communication will be valued every single day.
About the Company
We’re not your average engineering firm. Nestled right in the heart of Al Ain, our company has built a reputation for reliability, teamwork, and trust over the years. Our office is a friendly, fast-paced environment where everyone’s contribution counts—from the designers sketching out blueprints to the admin team making sure every detail is in place. Our Fridays often end with a team coffee and catch-up, and there’s a genuine sense of camaraderie you’ll notice from day one. We believe great ideas can come from anywhere, and we encourage every team member to speak up and make their mark.
What You’ll Be Doing
- Welcoming visitors and ensuring a warm, professional first impression of our office
- Managing the Managing Director’s calendar—scheduling appointments, meetings, and reminders so nothing falls through the cracks
- Handling incoming and outgoing correspondence (emails, letters, phone calls) with clarity and discretion
- Maintaining organized and up-to-date filing systems, both digital and paper-based
- Assisting with document preparation, including reports, memos, and presentations
- Coordinating with suppliers, clients, and internal teams to ensure smooth daily operations
- Keeping track of office supplies and placing orders as needed—because no one likes running out of coffee or printer ink
- Supporting ad-hoc administrative tasks that keep our projects and people moving forward
What You’ll Bring
Must-Haves:
- Filipino nationality and current residency in Al Ain
- Solid command of English (spoken and written)—you’ll be at the center of our internal and external communications
- Previous experience in a secretary or administrative support role
- Strong organizational skills and attention to detail
- Comfortable with Microsoft Office Suite (Word, Excel, Outlook)
- Professional demeanor and a proactive, can-do attitude
Nice-to-Haves:
- Familiarity with engineering or technical environments
- Experience with digital file management systems
- Fluency in other languages (Arabic is a bonus)
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Competitive salary, always paid on time
- Supportive colleagues who respect and appreciate your contributions
- Located centrally on Khalifa Street—easy to reach and close to everything
- Opportunity to grow your skills in a respected company with a real team spirit
- Regular team gatherings, coffee breaks, and a culture that values both hard work and good humor
- A stable, long-term career path for those committed to excellence
Here, your role matters. You’ll be joining a workplace where your efforts are noticed and your growth is celebrated. If you’re ready to make an impact, we can’t wait to meet you.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you walk us through your experience managing calendars and scheduling for senior leaders? How do you ensure nothing gets missed?
- How do you prioritize and handle multiple streams of correspondence—such as emails, phone calls, and letters—especially during busy periods?
- What steps do you take to keep both digital and paper-based filing systems organized and easily accessible for the team?
- Tell us about a time when you had to prepare an important document, like a report or presentation, under a tight deadline. How did you approach it?
- Which features of Microsoft Office Suite do you find most useful in your day-to-day work as a secretary? Are there any shortcuts or tools you rely on?
- If you’ve had any exposure to engineering or technical environments, how did you adapt your administrative style to suit that setting?
- Describe a situation where you had to coordinate with suppliers or clients to resolve an issue. What was the outcome?
- Sometimes unexpected requests pop up—how do you handle ad-hoc tasks while staying on top of your regular responsibilities?
- Can you share an example of how you managed office supply inventories? What process do you use to avoid running out of essentials?
- How would you describe your approach to making visitors feel welcome and ensuring a positive first impression of the office?
- Our office values open communication and teamwork. Can you give an example of how you’ve contributed to a positive team environment in the past?
- When you notice a process that could be improved, how do you go about suggesting changes or implementing new ideas?
- What motivates you to consistently deliver high-quality work in a behind-the-scenes support role?
- How do you balance being professional and approachable, especially in a workplace where camaraderie and good humor are important?