Project Secretary

Your tasks

The project secretary is responsible for providing comprehensive administrative and secretarial support to the project team, ensuring smooth coordination of day-to-day project activities. The role manages correspondence, schedules meetings, organizes documentation, and maintains accurate records, while promoting compliance with occupational health & safety, environmental, energy, and quality standards.

Meeting coordination & support

• Schedule and coordinate internal and external project meetings, including logistics, venue arrangements, calendar invites, and virtual meeting tools.
• Prepare and distribute meeting agendas, minutes, and action item trackers in a timely and professional manner.
• Follow up on action items with responsible parties to ensure timely closure and reporting to project leadership.
• Maintain a centralized repository of meeting records for audit and reference purposes.

Administrative & IT support

• Provide comprehensive administrative support to the project management team, including travel arrangements, expense claims, timesheet coordination, and procurement of office supplies.
• Maintain updated contact lists, organizational charts, and project team rosters to support team coordination and communication.
• Coordinate onboarding of new project team members, including access provisioning, documentation, and orientation logistics.
• Manage secretarial tasks for the project team, ensuring timely handling of correspondence, filing, and document formatting.
• Oversee the availability and maintenance of office resources such as stationery, printers, scanners, plotters, and IT equipment.
• Support project team members with IT-related needs, including troubleshooting, coordination with IT support, and setup of online collaboration tools.
• Administer tools required for online meetings and conference calls (e.g., Teams, Zoom), ensuring smooth connectivity and access.
• Manage access rights to local servers, coordinating with IT and ensuring approvals are in place.
• Conduct regular checks and cleanup of the major projects execution server (SharePoint and local servers), ensuring proper file structure, naming conventions, and archival practices.

Compliance & governance

• Ensure all administrative processes comply with project governance procedures, including signature matrices, approval workflows, and document control standards.
• Maintain confidentiality and integrity of sensitive project information, ensuring secure handling and restricted access where required.
• Support audit readiness by maintaining organized, traceable, and compliant records of administrative and project documentation.

Coordination & interface management

• Act as the administrative coordination point between the project team and external stakeholders (contractors, vendors, consultants).
• Liaise with HR, finance, and IT departments to fulfill project-related administrative requirements and resolve cross-functional issues.
• Support logistics for site visits, workshops, stakeholder engagements, and other project events, including travel, access permits, and hospitality arrangements.

Continuous improvement & support

• Identify and implement opportunities to streamline administrative processes, improve documentation workflows, and enhance coordination efficiency.
• Maintain and update administrative templates, checklists, trackers, and logs to support consistent and standardized project execution.
• Provide backup support to other administrative roles during peak periods, absences, or special assignments to ensure continuity of operations.
• Document and submit lessons learned in accordance with relevant procedures.

Requirements

Management systems

• Awareness of integrated management systems (quality, environment, occupational health & safety, responsible care, and energy management systems).
• Comply with all relevant policies and procedures of integrated management systems.
• Ensure that HSEQ requirements are prioritized and actively implemented in day-to-day project activities.

Adherence

• Awareness of quality requirements and compliance with all relevant policies and procedures.
• Be fully aware of project information manual (PIM) and its procedures, ensuring strict compliance.

Bachelor's degree (12+4 years).

Minimum 7 years' relevant work experience, with at least 3-5 years in major projects.