Project Secretary Job Description

Project Secretary Job Description

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Project secretary provides guidance on a continuous basis to team members in the areas of project lifecycle, operating procedures, processes and practices.

Project Secretary Duties & Responsibilities

To write an effective project secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included project secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Keep the hard copy in a good order including contract, Purchase Order, correspondence
Maintain contact lists (project, vendor, and client), correspondence log and action log
Write, proofread, and prepare correspondence and the assigned tasks per Project Manager the Project team requests
Maintaining calendars, schedules appointments, screen calls and emails & taking appropriate actions, arranges meetings inclusive of venues
Run overtime reports in Convero reconcile with Overtime sheets
Prepares documents such as contracts, reports, correspondence, memos
Schedules appointments, meetings
Other ad-hoc project, proposal and business unit tasks as necessary
Assist the project in the organization and logistical preparation of workshops, seminars, visiting missions, field trips
Inputting data and maintaining various computerized databases for correspondence, statistics, calendars, mail

Project Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Project Secretary

List any licenses or certifications required by the position: CSC, CT

Education for Project Secretary

Typically a job would require a certain level of education.

Employers hiring for the project secretary job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business/Administration, Communication, Chinese, English, MBA, Sciences, Supervision, Business, Communications

Skills for Project Secretary

Desired skills for project secretary include:

Design/build
RFP
RFQ
AKiMS
Advanced skill in operating a personal computer
Business procedures
Company processes and procedures
Fax machine
General office procedures and practices
MIPS

Desired experience for project secretary includes:

Proficiency in the use of a personal computer and software applications and computer capacity relevant to the work
Coordinating arrangements for internal and external meetings, including stakeholder, DPM and CCM meetings and ensuring all relevant background material, technical equipment, is available
Providing guidance and direction to Section staff regarding TTC and Department policies, protocol and departmental practices and procedures
Good standard of keyboard / typing skills are required and should ideally have experience in most office computer applications (Word, Excel, PowerPoint, Visio, Graphics )
Editing and proof-reading all completed correspondence forwarded to the Manager‘s attention and/or signature for the Department, external agencies, customers, , for content, style, grammar, punctuation
You will create, edit, proofread, and publish formal client presentations and reports

Project Secretary Examples

1

Project Secretary Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of project secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for project secretary
  • The Senior Administrative Assistant role supports a team, not limited to the following duties
  • Receives and files project documentation, whether it is correspondence, specifications, drawings
  • Requires discretion, confidentiality and detailed knowledge of the organisation’s operations, procedures and people
  • Maintain the executive's special / strategic projects
  • May have access to the executive's email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources
  • Activities may include preparing documents and presentation materials
  • Completes simple paper filing activities
  • May have oversight or supervisory responsibility over other junior level administrative/clerical personnel
  • Maintains schedules of individuals or a large department
  • Coordinates and processes general administrative work such as time sheets, vacation requests, supply requisitions
Qualifications for project secretary
  • Sound knowledge of modern office methods, procedures, practices and equipment, research methods and techniques
  • You’ll manage the scheduling, preparation and administration of meetings including coordination of facilities, distribution of meeting materials, and archival of meeting materials
  • You’ll complete expense reports for vice presidents, team managers, and associates as needed
  • You will support your team with monthly client billing and expenses
  • You will provide back-up support for other assistants within the consulting group
  • High level of MS office skills and experience
2

Project Secretary Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of project secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for project secretary
  • May interface with clients, contractors and joint venture partners at a senior management level
  • Composes basic correspondence at the direction of the Director or staff
  • Coordinates and schedules appointment and travel plans for division personnel
  • Responsible for providing administrative support to staff and assumes bookkeeping, reservations, and reception
  • Makes meeting arrangements and prepares agenda
  • Response to calls and passes to Manager or routes to appropriate individual, responds to inquiries from the public employees, other departments
  • Coordinates with Document Controller for control of all technical documents (reports, procedures, drawings, specifications)
  • Coordinates with project controls for control of all financial documents (invoices, insurance certificate)
  • Has working knowledge and experience of using Microsoft SharePoint, including setting up of new libraries and lists
  • Maintain the project archive in good order
Qualifications for project secretary
  • To take responsibility to complete tasks/projects successfully
  • To have a flexible and positive approach towards change
  • Internal and external communications are effectively managed to ensure the content is relevant and valued by the receiving party
  • A flexible management style, which respects the people, you are working with
  • Must have at least a secondary education in Office Management
  • Minimum 3 years' experience in Project Administration
3

Project Secretary Job Description

Job Description Example
Our company is growing rapidly and is hiring for a project secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for project secretary
  • Open, sort and distribute incoming correspondences and deliveries
  • Order, stock and coordinate delivery of office supplies per policy
  • Prepare Weekly & Monthly Report including MOR report
  • Take reasonable care of your own health and safety and of others who may be affected by your actions
  • Co-operate with Wood by following all relevant health and safety policies and practice safe work habits
  • Report all injuries, incidents and near misses and to proactively support our behavioural based observation system
  • Implement established procedures to ensure compliance to Quality and HSSE requirements
  • Identify opportunities for improvement in Quality and HSSE and notify the relevant department
  • Provide administrative support to Project Managers
  • Assemble documents for bid packages
Qualifications for project secretary
  • Prior experience of working in Oil & Gas industry is preferred
  • Three years of secretarial or related experience
  • Knowledge of/experience with data entry, literature searches, and customer interaction
  • Strong oral and written communication skills including telephone etiquette, typing, filing, and proofreading
  • To process various documents (format and typing) and electronic information
  • Responsible for procurement of office equipment and consumable supplies for effectiveness of personal duties
4

Project Secretary Job Description

Job Description Example
Our growing company is looking to fill the role of project secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for project secretary
  • Schedule meetings with vendors, clients, and Project Managers
  • Manage the compliance reporting for the weekly reporting stand-up calls including updating all materials and smart sheets and maintaining action item lists and tracking
  • Maintain and manage the enterprise Corporate Secretary calendar and travel schedules
  • Assist in the legal entity and subsidiary database management including domestic and international
  • Coordinate and undertake secretarial and administrative services to ensure efficient flow of information and correspondence and in-turn to constantly review method of work to promote further efficiencies and cost control
  • Monitor reporting requirements and prepare monthly reporting requirements for the project as required
  • Establish and maintain filing in accordance with project / business line procedures on a regular basis or as required
  • Coordinate travel and accommodation requirements for the project team as required
  • Document delivery support including typing and document formatting of presentations and reports
  • Compalsury MANDARIN Speaking & Reading
Qualifications for project secretary
  • Candidate must possess at least a Bachelor's Degree, Secretarial or equivalent
  • Fluent in speaking and writing English is a MUST
  • MSc in Agriculture, Climate Change/Disaster Management or any other related field
  • Specialised training on project/systems development and assessment
  • Must possess excellent PC skills to include Microsoft office and Excel in addition to a variety of software products, strong administrative and business operations knowledge
  • Minimum of 5 years of administrative experience using Microsoft office suite
5

Project Secretary Job Description

Job Description Example
Our innovative and growing company is looking for a project secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for project secretary
  • Create preliminary submittals, operation manuals, and other project-specific documents
  • Prepare project summaries and close-out information
  • Regularly communicate project status with operations and vendors
  • Negotiate pricing, delivery, and payment terms with vendors
  • Release items to-procure to Purchasing in order to fulfill project needs
  • Timely deliverance of addendums & bid extensions
  • Collect and analyze quotation data to determine patterns of success or failure
  • Measure by product type, manufacturer, bid amount and customers
  • Arrange conference calls, business luncheons, and special events
  • Manage calendars and schedules for managed care professional staff
Qualifications for project secretary
  • Candidates must be local as this position does not offer relocation assistance or per diem
  • Degree in Secretarial / Relevant
  • Minimum 10 years experience in Project Administration in a large corporation
  • Must be able to carry out duties with minimal direction
  • Must be able to conduct all business in a professional manner, combined with the ability to perform all duties accurately
  • Must be highly self-directed and able to prioritize assignments

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