Project Secretary

Job Objective

To coordinate and provide secretarial and administrative support to executives and project team.

Key Responsibilities

• Provide full secretarial and admin support to the project team to ensure the smooth running of the Project operations
• Maintain records for General Managers and assist in their movements
• Assist General Managers to manage their diaries as required
• Assist in the preparation of monthly reports
• Filing and segregating official and other correspondence
• Manage and maintain regular supplier accounts 
• Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material
• Take minutes of meeting and maintain records for the operations and project team
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents for the project team and department.
• Assist document control manager as required to distribute documents to ensure leave cover.
• Support the project team in daily admin roles
• Assist to keep stock of stationery and supplies for the department
• Perform data-entry, recording, printing, scanning and filing duties
• Coordinate travel arrangements inclusive of travel requests, air-ticket, hotel accommodation, visa arrangements, assist in the submission of travel claims, travel diary etc
• Assist in checking and verifying staff claims and invoices for the project team
• Effectively and efficiently manage telephone calls, emails, and other correspondence on behalf of General Managers and project team members, diverting correspondence to the appropriate manager 
• Effectively and efficiently manage meeting arrangements including meeting room bookings, catering requirements, logistics, presentation setup and presentation material
• Suggest and implement new initiatives to support the development of the role as required
• Maintain open and effective working relationships with senior management and colleagues
• Support in onboarding new employees with inductions, training, PPE, uniforms etc.
• Assist in raising purchase requisitions.
• Flexibility and cover as required
• Undertake any ad-hoc admin projects/duties as required
• Work in a multi-office environment and support the teams across various operating centers.
• Manage conflicting priorities and ensure liaise with the nominated line manager to get the priorities right. 
• Be open, honest, and transparent in sharing issues related to work load and prioritising activities.

Education/Experience Requirements

• Able to demonstrate proficiency in the responsibilities of the role
• Minimum 3 years demonstrated experience in a similar role involving   a project office or similar environment .
• Previous experience in managing  diary and travel arrangements
• Demonstrated experience of working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
• Demonstrated proficiency in using Microsoft Outlook, Word and Excel
• Fluent English, spoken and written is essential
• Professional, confident, courteous, punctual and reliable
• Ability to manage and prioritise tasks and time efficiently
• Graduate or Plus two+ certificate course in relevant area or proven experience.

Essential Selection criteria 

• Demonstrated proficiency in using Sharepoint and Microsoft Office applications - Outlook, Powerpoint, Word, and Excel
• Fluency in  English- spoken and written
• Ability to embrace Perdaman values
• Demonstrated ability to record information and prepare quality written reports
• Ability to adapt and work in a fast-paced work environment and be able to identify and manage work priorities.
• Passionate and committed to the job's core responsibilities
• Long term commitment and dedication.