Position: Project Secretary
Type: Contract inside IR35
Reporting to: Project Manager
Role Overview: The Project Secretary will provide comprehensive secretarial and organizational support to the Project Manager and the Project Team.
The role demands a high level of professionalism, discretion, and proficiency in both administrative and communication tasks.
The successful candidate will ensure smooth and efficient project operations by managing various secretarial duties and serving as a vital communication link within the team and external stakeholders.
Key Responsibilities:
Communication Management:
Receive and screen telephone calls, emails, and visitors.
Handle correspondence, draft and type letters, and manage incoming and outgoing communications.
Compose and action emails as needed.
Language Proficiency:
Fluent in spoken and written foreign languages, demonstrating the ability to communicate effectively in multiple languages as required.
Administrative Support:
Maintain and update the appointments calendar, telephone directories, and address references.
Organize and manage physical and electronic filing systems for correspondence and documentation, utilizing integrated systems and applications.
Meeting & Event Coordination:
Arrange attendance at conferences, exhibitions, and meetings, including venue selection and catering arrangements.
Occasionally attend meetings to take notes and draft comprehensive reports.
Travel Arrangements:
Coordinate international travel plans, including the management of complex itineraries.
Ensure all passport and visa requirements are met, handling necessary paperwork.
Office Management:
Order and manage all office materials and supplies, including stationery and other essentials.
Process project-related, travel, and business expenses as required.
Report & Presentation Preparation:
Assist in preparing reports and presentations using appropriate software tools.
Discretion & Interpersonal Skills:
Maintain confidentiality and exercise discretion in managing sensitive information.
Exhibit tact and politeness in all interpersonal relationships within and outside the organization.
Qualifications & Skills:
Proven experience in a similar secretarial or administrative role, ideally within a technical or engineering environment.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Proficiency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to manage multiple tasks and prioritize effectively.
Strong interpersonal skills and a customer-oriented approach.
Fluency in multiple languages is highly desirable