Executive Assistant / Personal Assistant

SRT Marine Systems plc

We are seeking a bi-lingual (English & Arabic) Executive Assistant / Personal Assistant who is reliable, highly organised and professional person to administer and support our local office in Kuwait. This is a wide ranging and varied role that will entail providing general administrative support to our team of managers and engineers in Kuwait, maintaining accurate and organised files and records, organising events, general correspondence and working with the wider Project Support Team both in-country and the UK. The position reports directly to the in-country Systems Programme Director.

Responsibilities - Executive Assistant / Personal Assistant

Administration and Office Duties

• Focused on attention to detail, ensuring all Administration related objectives are compliant and completed
• Ensure the office environment remains organised, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary
  
• Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project
• Maintain accurate records of office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting
  
• Provide administrative support for project meetings, including preparing agendas, taking minutes, and tracking action items

Document Control

• Coordinate with the project team to collect, review, and distribute documentation, ensuring compliance with company standards and project requirements
• Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines
• Prepare and maintain project-specific document registers and transmittals
• Develop and implement document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible
  

Support to Project Team

• Assist in tracking project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies
• Assist with preparing, organising, and maintaining all necessary documentation for project audits and client inspections
• Liaise with Government Authorities, coordinate and track the issuance of project-related approvals, permits, and certifications
• Work closely with project managers, engineers, and other team members to ensure that all documents and contracts are available, up to date, and compliant with both client and regulatory standards.
• Handle the scheduling of project meetings, site visits, and team conferences, ensuring all logistics are planned and executed effectively
• Coordinate internal and external communication for project and administrative needs, including liaising with clients, subcontractors, suppliers, and other stakeholders