Project Secretary - 6 Months
Aberdeen (Aberdeenshire) Marketing
Job description
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๐Aberdeen, Scotland, United Kingdom
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๎ค๎ธ๎ 305Total Views
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๎ค๎ธ๎ 180004ITRequisition #
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Job Title:Project Secretary
Job purpose: Provide assistance to the Project Manager and Team in all areas of the Project activities to ensure the efficiency of the office.
Reporting lines and interactions:
Hierarchically reports to: N/A
Operationally reports to: Project Manager
Directlysupervises: Lead Project Admin
Key interactions (internally, externally):
Internal
ยท Project Manager
ยท Project Team Members
ยท Offshore Personnel
ยท IT
ยท Facilities Department
External
ยท Client
ยท Meeting Venues
ยท Travel Provider
Job scope (budget, management, specific criteria):
Typical background and experience required:
Must have:
ยท Experience in a similar role.
ยท Experience in using Word, Excel and Powerpoint.
ยท Flexible approach to work.
ยท Able to work to deadlines, producing work of a high quality in a timely and efficient manner
ยท Communication skills, both verbal and written and ability to communicate with all levels in the organisation.
ยท Attention to detail
ยท Ability to work unsupervised when required
ยท Confident approach to work
ยท Strong Team Player
ยท Discreet handling of sensitive and confidential information
Nice to have:
ยท Experience within a similar role
Main accountabilities:
ยท Calendar Management and planning including setting up internal and external meetings where required
ยท Manage Project Manager's emails
ยท Assistance in following up action items requested by others
ยท Provide assistance in Project Manager absence for external and internal interfaces to clients and staff to ensure requests for information or issues are addressed efficiently and directed to the correct person.
ยท Arrangement of travel and all associated administration including processing of expenses, timecards, and lunches.
ยท Preparation of presentations
ยท Co-ordinate and book meetings
ยท Support to APM / PM for the preparation of Weekly and Monthly Reports
ยท Team timecard management
ยท Auditing and processing of project invoices
ยท Manage excel spreadsheet for holiday planning for all the Project Team.
ยท Maintenance of Project Manager's filing system
ยท Make Travel arrangements for department personnel.
ยท Handle telephone enquiries.
ยท Order stationery
ยท Interface with Facilities and IT on team requirements
ยท Organise/arrange update of team medical and offshore certificates
ยท Maintaining project calendar
ยท Support for Document Controller, including filing of regularly received items (e.g. supplier weekly reports)
ยท Greeting Visitors on arrival
ยท Set-up of Skype meetings
ยท Participate in event organizing
Additional information: