Project Secretary

Job Purpose

Provide assistance to the Project Manager and Team in all areas of the Project activities to ensure the efficiency of the office.

Reporting Lines and Interactions

Hierarchically reports to:  Lead Project Administrator

Operationally reports to:  Project Manager

Key interactions (internally, externally)

Internal

• Project Manager
• Project Team Members
• Offshore Personnel
• IT
• Facilities Department
• Logistics
• Learning & Development

External

• Client
• Meeting Venues
• Travel Provider

Main Accountabilities

• Calendar Management and planning including setting up internal and external meetings where required
• Assistance in following up action items requested by others
• Provide assistance in Project Manager absence for external and internal interfaces to clients and staff to ensure requests for information or issues are addressed efficiently and directed to the correct person
• Arrangement of travel and all associated administration including processing of expenses, timecards, and lunches
• Preparation of presentations
• Co-ordinate and book meetings
• Organise meeting venue
• Support to APM / PM for the preparation of Weekly and Monthly Reports
• Team timecard management
• Auditing and processing of project invoices
• Manage excel spreadsheet for holiday planning for all the Project Team
• Maintenance of Project Team G Drive / Sharepoint
• Make Travel arrangements for department personnel
• Handle telephone enquiries
• Order stationery
• Interface with Facilities and IT on team requirements
• Organise/arrange update of team medical and offshore certificates
• Maintaining project calendar
• Support for Document Controller, including filing of regularly received items (e.g. supplier weekly reports)
• Greeting Visitors on arrival
• Set-up of ‘Teams’ meetings
• Participate in event organising

Typical Background and Experience Required

Must have:

• Experience in using Word, Excel and Powerpoint
• Flexible approach to work
• Able to work to deadlines, producing work of a high quality in a timely and efficient manner
• Communication skills, both verbal and written and ability to communicate with all levels in the organisation
• Attention to detail
• Ability to work unsupervised when required
• Confident approach to work
• Strong Team Player
• Discreet handling of sensitive and confidential information

Nice to have:

Experience within a similar role