Project Secretary Resume Samples

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MF
M Fay
Maya
Fay
203 Elissa Overpass
Boston
MA
+1 (555) 851 1148
203 Elissa Overpass
Boston
MA
Phone
p +1 (555) 851 1148
Experience Experience
Boston, MA
Project Secretary
Boston, MA
Heller-Yundt
Boston, MA
Project Secretary
  • Provide full and confidential secretarial and administrative service to the project management team
  • Manage diaries for the Project Manager, ideally electronically, ensuring other staff are informed of whereabouts as necessary
  • Working with the engineers to handle the drawings and manifest and put them in J07 & J05
  • General assistance to Contractor’s Project Team
  • Plan and prioritise workload to maximise efficiency
  • Provide project administrative support to the project team
  • E-mail and diary management
San Francisco, CA
National Individual Consultancy of a Project Secretary for the Sustainable Land Management
San Francisco, CA
Mohr and Sons
San Francisco, CA
National Individual Consultancy of a Project Secretary for the Sustainable Land Management
  • Establish, manage and regularly update the project’s list of contacts /mailing list
  • Assist the project in the organization and logistical preparation of workshops, seminars, visiting missions, field trips, etc.
  • Assist the project in preparing for meetings and presentations
  • Assist the project in managing and centralizing all project information and reports produced by consultants and other data sources
  • Provide operational and administrative support in project activities with special focus on activities related to the field
  • Draft correspondence in English and/or Arabic and follow-up on correspondences
  • Carry out secretariat duties in meetings and draft minutes of meetings
present
New York, NY
Project Secretary / Administrator
New York, NY
Gutkowski-O'Conner
present
New York, NY
Project Secretary / Administrator
present
  • Diary management
  • Prepare and maintain spreadsheets
  • Prepare graphical material for presentations including slide shows
  • Set up and maintain project telephone list
  • Fully conversant with MS Word, Excel, Powerpoint, Microsoft Outlook
  • Organise and maintain stationery supplies
  • Organise project social events
Education Education
Bachelor’s Degree in Business Administration
Bachelor’s Degree in Business Administration
Southern Illinois University Carbondale
Bachelor’s Degree in Business Administration
Skills Skills
  • Able to demonstrate proficiency in the responsibilities of the role
  • Able to demonstrate proficiency in using Microsoft Outlook, Word and Excel
  • A motivated self-starter, with good interpersonal skills who is comfortable taking the lead on initiatives and seeing them through to resolution
  • Able to prioritize duties and work under pressure while remaining calm and professional at all times
  • Excellent interpersonal skills and the able to facilitate team co-ordination
  • Demonstrate good working knowledge of work practices and procedures in order to liaise effectively with internal and external contacts
  • Thorough knowledge of, and compliance, with administrative procedures and standards
  • Able to work independently and as part of an effective team
  • Able to demonstrate initiative and a proactive approach to daily tasks
  • Able to work well with all levels of management and staff both internally and externally
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2 Project Secretary resume templates

1

Project Secretary Resume Examples & Samples

  • Provide project administrative support to the project team
  • Keep the hard copy in a good order including contract, Purchase Order, correspondence etc
  • Maintain contact lists (project, vendor, and client), correspondence log and action log etc
  • Communicate and coordinate with the project team members in Kansas City, Bangkok Office, Pune Office and Jakarta Office
  • Set up and maintain the Project filing system In D2
  • Scan, copy, download and upload the files for the team review
  • Store and maintain the electronic documents emails in D2
  • Working with the engineers to handle the drawings and manifest and put them in J07 & J05
  • Write, proofread, and prepare correspondence and the assigned tasks per Project Manager as well as the Project team requests
  • Make travel arrangements for the project team
  • Set up meetings for the project team
  • Organize Project Team Building and activities
  • 1-2 years’ secretary experience in multinational companies
  • Good verbal/written translation and communication skills in both English and Chinese
  • Proficient in the use of Microsoft Office
  • Consistently applies initiative to anticipate and proactively resolve issues
  • A good team player with pleasant personality
  • Good attitude to learn new tools and system
  • Ready to work under pressure
  • Smooth communication and coordination skills
2

Project Secretary Resume Examples & Samples

  • Previous experience as Secretary/Administrator
  • Good communication and interpersonal skills, confident and self-motivated
  • Able to work well with people at all levels, both internally and externally
  • Demonstrate good working knowledge of work practices and procedures in order to liaise effectively with internal and external contacts
  • Must be flexible and able to work on own initiative
  • Turkish native speaker, fluency in English
3

Project Secretary / Administrator Resume Examples & Samples

  • Good PC skills required
  • Proven administrative experience
  • Previous Saudi Aramco experience preferred
4

Project Secretary Resume Examples & Samples

  • Provide full and confidential secretarial and administrative service to the project management team
  • Create, collate and despatch documents (letters, spread sheets, faxes, mailshots) as required
  • Manage all incoming mail for the project, dealing with non-critical items and identifying priority concerns
  • Attend and take minutes/action points of weekly management meetings, and other meetings as required
  • Minimum of 5 years’ experience and 2 of which will have been in the GCC
  • Speak and write English fluently
  • Ability to speak and write in Arabic will be an advantage
  • Good organisational skills, accuracy and attention to detail
  • Ability to work on own initiative without supervision
5

Project Secretary Resume Examples & Samples

  • Undertake general secretarial duties as directed by the Project Engineer
  • Distribution of incoming correspondence to Project Manager (and if applicable to Contractor)
  • General assistance to Contractor’s Project Team
  • Distribution of outgoing correspondence to Contractor
  • Distribution of correspondence from Contractor Project site team and to Document Control Centre (DCC)
  • Interface with Document Control Centre (DCC) on all documentation and correspondence
  • Maintain records/logs & scanning of incoming - outgoing correspondence, company instructions, technical queries, weekly/biweekly/monthly/quarterly reports, minutes of meeting, transmittals, project specifications, subcontractors, QA, SHE, structural receipts & procedures
  • Maintaining calendars, schedules appointments, screen calls and emails & taking appropriate actions, arranges meetings inclusive of venues etc
  • Run overtime reports in Convero reconcile with Overtime sheets etc
  • Good computer skills & suitable secretarial/administrative experience
  • A highly disciplined, organised individual who knows the importance of structure, process & confidentiality
  • A motivated self-starter, with good interpersonal skills who is comfortable taking the lead on initiatives and seeing them through to resolution
  • Excellent computer skills for this role
  • Deadline orientated with the ability to work under pressure and work on own initiative
  • Minimum 3 years working experience in a similar position
6

Project Secretary / Document Controller Resume Examples & Samples

  • Implement and handle the Project Document Control and assist in the development of document control systems including procedures specific to the Project
  • Undertake secretarial and administrative services to the Project Delivery team to ensure efficient flow of information and correspondence and in turn to constantly review method of work to promote further efficiencies
  • Able to effectively carry out duties within tight time frames
  • Minimum of 8 years’ experience is considered necessary to meet the requirements of this position
  • Extensive experience in the engineering, consulting or construction industries and preferably in the mining and mineral processing areas is required
  • The background should include exposure to and understanding of the projects and design functions of the business
  • Well-developed word processing and Dictaphone skills is required
  • Proficient in MS Word, MS Excel, MS PowerPoint
  • Experience in general office/secretarial procedures is a plus
  • Advanced English written and verbal skills
7

Project Secretary / Administrator Resume Examples & Samples

  • Fully conversant with MS Word, Excel, Powerpoint, Microsoft Outlook
  • Diary management
  • Arrange accommodation and facilities for meeting and organise refreshments as required
  • Organise overseas travel, hotel arrangements, itineraries, visas, car hire
  • Set up and maintain filing system following corporate standard
  • Receive incoming mail by post and logging in all correspondence into project log. Re-route correspondence to appropriate section
  • Receive visitors where appropriate
  • Type correspondence, minutes, procedures, presentations, reports, documents etc where terms may be technical or complex; adjust spelling, punctuation and grammar as appropriate
  • Combine material from a number of sources in order to produce reports and distribute as required
  • Screen incoming telephone calls; where appropriate answer routine queries and/or refer to alternative source
  • Prepare and maintain spreadsheets
  • Prepare graphical material for presentations including slide shows
  • Organise and maintain stationery supplies
  • Set up and maintain project telephone list
  • Organise telephone/PC moves as required
  • Photocopying and maintaining supplies of paper and toner for photocopiers. Be able to fix routine maintenance problems of photocopiers, and liaise with Print Room to resolve more complex problems
  • Organise courier services as required
  • Organise project social events
  • Be central point of contact for all visitors to project
8

Project Secretary Resume Examples & Samples

  • Competent skills in using MS Office packages i.e. Word, Excel, PowerPoint, Access
  • Ability to undertake diary management in liaison with Manager
  • Demonstrate accuracy of work presentation with minimal supervision
  • Ability to work on own initiative, but within a team environment
9

Project Secretary Resume Examples & Samples

  • Travel arrangements, both UK and abroad - to ensure compliance with company policy, using our travel request form forwarding to Group Senior PA/Senior Partner/Deputy/Group Accountant forauthorization and implementation. This includes hotels and cars, currency etc
  • Coordination of project meetings including room bookings, catering arrangements, couriers, car bookings etc as required
  • Forward all potential documentation (hard copy and electronic) to Group Senior PA
  • Ensure files are stored in their correct location, in numerical/date order and that team members donot remove files from the office
  • Setting up of new projects adhering to company procedures including completion and sign offof our filing structure, file labels, contacts etc
  • Updating the company filing structure as necessary
  • Ensure all project files are archived at a time agreed with Job Captain and authorized by Head of
  • Able to demonstrate proficiency in the responsibilities of the role
  • Legally able to work in the country in which the position is based
  • Able to demonstrate proficiency in using Microsoft Outlook, Word and Excel
  • Fluent English spoken and written is essential
  • Smart and professional dress and personal presentation at all times, acting as an ambassador onbehalf of the company
  • Professional, confident, courteous and helpful telephone manner
  • Methodical, accurate and consistent attention to detail
  • Able to manage and prioritize tasks and time efficiently
  • Excellent written and verbal communication skills – articulate and diplomatic manner
  • Excellent interpersonal skills and the able to facilitate team co-ordination
  • Resilient to cope with conflicting demands
  • Able to prioritize duties and work under pressure while remaining calm and professional at all times
  • Able to demonstrate initiative and a proactive approach to daily tasks
  • Able to work independently and as part of an effective team
  • To ensure that discretion is exercised when dealing with sensitive information and enquiries,and to ensure that appropriate confidentiality is maintained at all times
  • Thorough knowledge of, and compliance, with administrative procedures and standards
  • Able to work well with all levels of management and staff both internally and externally
  • Commitment to maintaining and promoting high standards of the role
  • Empathy with a creative environment
10

Client Project Secretary Resume Examples & Samples

  • Promotes HSE within the task force
  • Organizes the implementation of the task force and manages its evolution
  • Sets up and manages tools linked to the Project requirements
  • Writes and sends an organizational note and a plan for classification and archiving
  • Manages and processes all the information (in and out: recording, sending, ranking)
  • Manages the administrative tasks (trips, meetings, vacations, etc.)
  • Ensures the interface with external and internal stakeholders on a daily basis
  • Manages the archiving and the end of the project
11

National Individual Consultancy of a Project Secretary for the Sustainable Land Management Resume Examples & Samples

  • Provide operational and administrative support in project activities with special focus on activities related to the field
  • Assist the project in the organization and logistical preparation of workshops, seminars, visiting missions, field trips, etc
  • Assist the project in preparing for meetings and presentations
  • Assist the project in managing and centralizing all project information and reports produced by consultants and other data sources
  • Draft correspondence in English and/or Arabic and follow-up on correspondences
  • Carry out secretariat duties in meetings and draft minutes of meetings
  • Follow up on the administrative side of contractual documents (agreements with municipalities, NGOs, sub-contracts, etc.) in adherence with UNDP requirements
  • Maintain an up-to-date filing structure for all documents related to field activities
  • Establish, manage and regularly update the project’s list of contacts /mailing list
  • Familiarity with sustainable/local development projects is a plus
  • Secondary education supplemented with relevant business knowledge (secretariat or administration)
  • Minimum of 3 years of relevant experience
  • Experience in Administrative work is required
  • Experience with public institutions is an asset
  • Previous experience in within the UN system or other development agencies is an asset
12

Project Secretary Resume Examples & Samples

  • Implement and adhere to approved quality management system procedures. Maintenance of all secretarial administrative electronic files in accordance with procedures
  • Prepare and coordinate presentations / conference call / meetings and events with internal and external parties
  • Manage and ensure timely arrangement of all meetings. Also, maintain the Conference Room Schedule
  • Manage and maintain all logs and rosters. Type documents using project templates and ensure grammatical accuracy
  • Distribute incoming / outgoing hard copy correspondence (including attachments), filing and scanning of same in accordance with our filing structure and procedures
  • Ensure that all electronic correspondence is processed in accordance with procedures. Obtain clarification of policies and procedures for Project Staff
  • Coordinate for training arrangements with Managers and Staff (internal and external). Compose drafts and completes non-technical correspondence from oral and / or written instruction from Project Management
  • Arrange meetings, schedules locations, coordinates time with listed attendees, arranges refreshments and equipment as needed
  • Assist Management with preparing reimbursement and other claims. Ensure that the clear desk policy is maintained
  • Recording telephone messages and passing them on by email or leaving a voicemail message
  • Process and obtain approvals of Client’s Permanent ID and temporary IDs & vehicle stickers. Track Client IDs and renewal and surrendering of IDs after project completion / personnel exit
  • Coordinate the Project personnel site visit including their PPEs / transportation. Maintain E-Review comment from client and updating and attending e-review meeting and its updation
  • Timely distribution of all correspondences and other document to Client office and from Client office. Coordinate with Client Office Secretary for all submissions
  • Assist with the preparation of project presentations. Maintain / monitor minimum stationery / toners / photocopier paper for Project use
  • Bachelor Degree preferably in Business Administration
  • Proven skills in utilizing Microsoft Word, Excel and PowerPoint (Intermediate level)
  • Prior experience in supporting senior management
  • Good organization and communication skills
  • Good level of confidentiality where required
13

Project Secretary Resume Examples & Samples

  • Bachelor or higher degree of Business Administration and other related field
  • Excellent in writing, reading and speaking English
  • Competent skills in using MS Office packages i.e. Word, Excel, PowerPoint, Access, Outlook