Job Summary:
The Project Secretary provides comprehensive administrative support to the project management team, ensuring the smooth execution of project activities. This role involves coordinating communications, maintaining project documentation, organizing meetings, and assisting with day-to-day project operations. The Project Secretary is essential in facilitating effective information flow between team members, contractors, and stakeholders, ensuring all project documentation is up to date and easily accessible.
Key Responsibilities:
- Provide administrative and secretarial support to project managers and teams, ensuring efficient project operations.
- Organize and coordinate project meetings, including preparing agendas, taking minutes, and following up on action items.
- Maintain project documentation, ensuring proper filing, archiving, and retrieval systems are in place.
- Track project correspondence, including emails, memos, reports, and other communications, ensuring timely responses and accurate records.
- Prepare and format project reports, presentations, and other documentation as required by the project team.
- Manage the project calendar, scheduling meetings, deadlines, and important milestones.
- Assist with travel arrangements and expense reports for project personnel.
- Act as a point of contact for internal and external stakeholders, ensuring inquiries are addressed promptly.
- Support project procurement activities, including liaising with suppliers, preparing purchase orders, and tracking delivery schedules.
- Ensure compliance with company policies, procedures, and project-specific requirements in all documentation and communications.
Qualifications:
- Diploma or bachelor’s degree in Business Administration, Secretarial Studies, or a related field.
- Proven experience as a project secretary, project administrator, or similar role.
- Strong organizational and multitasking skills, with the ability to prioritize and meet deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with project management tools and software is an advantage.
- Ability to work effectively with diverse teams and manage communications across multiple levels of an organization.
