Project Secretary Resume Samples

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M Fay

Maya

Fay

203 Elissa Overpass

Boston

+1 (555) 851 1148

203 Elissa Overpass

Boston

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

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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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

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

Project Secretary / Administrator Resume Examples & Samples

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

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

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

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

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

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

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

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

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

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

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

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