Project Secretary (Female Only)

Project Secretary (Female Only)Department: Project Management / AdministrationReports To: Project Manager / Project DirectorJob Summary:The Project Secretary provides comprehensive administrative and secretarial support to the project management team, ensuring the smooth and efficient operation of the project office. This role is pivotal in handling documentation, communication, scheduling, and coordination, serving as the central information point for the project.Key Responsibilities:

• Provide dedicated administrative support to one or more Project Managers.
• Prepare, type, format, and distribute project correspondence, minutes of meetings (MOMs), reports, presentations, and other documents.
• Organize and maintain an efficient filing system (electronic and hard copy) for all project documents, including drawings, transmittals, and approvals.
• Coordinate project meetings, including scheduling, preparing agendas, booking venues, and arranging refreshments.
  
• Handle incoming and outgoing project communications (emails, phone calls, letters) and direct them appropriately.
• Manage the project manager's calendar, schedule appointments, and arrange travel if needed.
• Assist in the preparation of client submission packages and project close-out documentation.
• Coordinate with other departments (accounts, procurement, technical) for document flow and information requests.
• Maintain office supplies and ensure the project office is well-organized.
• Uphold strict confidentiality regarding all project and company information.

Qualifications & Skills:

• High school diploma is required; a diploma or degree in Business Administration or a secretarial course is preferred.
• 2-3 years of experience in a secretarial or administrative role, ideally within a construction, engineering, or architectural firm.
• Exceptional proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

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• Excellent command of written and spoken English (and local language).
• Strong organizational and time-management skills with the ability to multitask.
• Professional telephone manner and interpersonal skills.
• Discreet, trustworthy, and able to handle sensitive information.
• Proactive, with a strong attention to detail and a service-oriented attitude.
• Ability to work effectively under pressure in a fast-paced project environment.

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