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Expires soon Technip

Project Secretary - 6 Months

  • Aberdeen (Aberdeenshire)
  • Marketing

Job description

New

๐Ÿ”Aberdeen, Scotland, United Kingdom

๐Ÿ“…๎œค๎œธ๎œŠ 305Total Views

๐Ÿ“…๎œค๎œธ๎œŠ 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:

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