Project Secretary

Position Overview

To provide professional secretarial and office administration duties (telephone calls, typing, filing, travel arrangements, diary management, etc.) which support the work and efficient running of the Projects.

Key Responsibilities:

• Provide secretarial support to the GM: Project, Project Managers and Project team including typing, making and receiving telephone calls, diary management, scheduling meetings, capturing meeting minutes etc.
• Provide routine secretarial and administrative support to Projects Department or Project team including: typing, faxing, filing, photocopying, scheduling meetings etc.
• Organise project meetings, as per projects managers’ requests
• Prepare various reports, letters, minutes and presentations, ensuring accuracy and appropriate distribution
• Compile monthly project reports and ensure appropriate distribution to staff and clients
• Maintain an updated filing system for the Projects Department
• Liaise with suppliers, as needed, to obtain information for Projects Department
• Assist with the preparation and formatting of project proposals and tenders.
• Minute weekly project progress meetings, ensuring accurate minutes are distributed to all project stakeholders.

Critical Competencies:

Education:

• Completed high school education.
• A secretarial/office management diploma/qualification

Experience:

• At least 2 years’ experience in an administrative/secretarial role, preferably within a project engineering environment

Technical:

• Good working knowledge of MS Office (Word, Excel and Outlook)
• Accurate, fast typing skills
• Good English language skills, both verbal and written.

Behavioural:

• Above-average attention to detail.
• Ability to communicate clearly
• Ability to respond in a timely and professional manner to multiple internal client requests
• Ability to prioritise diverse instructions/requests
• Honesty and integrity in dealing with sensitive company information
• Ability to deal with the client