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Project Secretary

1 month ago

Dubai, United Arab Emirates Golden Vives Parties & Entertainment Co llc Full time

A Project Secretary, also known as a Project Administrative Assistant or Project Coordinator, plays a crucial role in supporting the administrative and organizational aspects of projects. They assist project managers and teams in managing project documentation, communication, scheduling, and other administrative tasks. Here's a detailed job description for a Project Secretary:
**Responsibilities**:

- **Documentation Management**: Maintain accurate and up-to-date project documentation, including project plans, reports, correspondence, meeting minutes, and other project-related documents. Organize and archive documents according to project requirements and organizational standards.
- **Communication**: Serve as a central point of contact for project-related communications, both internally and externally. Answer phones, respond to inquiries, and relay messages to appropriate team members. Distribute project information, updates, and deliverables to stakeholders and team members as needed.
- **Scheduling and Calendar Management**: Coordinate project meetings, appointments, and events. Schedule meetings, reserve meeting rooms, and arrange catering or other logistics as required. Manage project calendars and assist in prioritizing tasks and deadlines.
- **Meeting Coordination**: Schedule and organize project meetings, including team meetings, stakeholder meetings, and client meetings. Prepare meeting agendas, distribute materials, and document meeting outcomes and action items. Ensure that meetings run smoothly and efficiently.
- **Travel Coordination**: Assist with travel arrangements for project team members, including booking flights, hotels, rental cars, and other travel accommodations. Prepare travel itineraries and ensure that travel arrangements align with project schedules and budgets.
- **Expense Management**: Process and track project-related expenses, including travel expenses, office supplies, and other project-related costs. Reconcile expense reports and invoices, and ensure that expenses are properly documented and allocated.
- **Administrative Support**: Provide general administrative support to the project team, including filing, photocopying, scanning, and faxing documents. Assist in preparing presentations, reports, and other project deliverables. Perform other administrative tasks as assigned.
- **Document Distribution**: Assist in distributing project documents and deliverables to stakeholders, team members, and clients. Ensure that documents are delivered in the appropriate format and on schedule. Maintain document distribution lists and update them as necessary.
- **Quality Assurance**: Support quality assurance efforts by assisting in the review and validation of project documentation and deliverables. Ensure that documents comply with project requirements, standards, and specifications.
- **Confidentiality and Compliance**: Maintain confidentiality of sensitive project information and adhere to organizational policies and procedures. Ensure compliance with relevant regulations and guidelines governing project documentation and communication.

**Requirements**:

- Minimum 05 Years of GCC Construction Experience is a Must
- 03 Year of High-Rise Experience is Required
- immediate joiners are required

Share your resume to 050 992 6779 / 058 552 1130

Green Valley HR

Pay: AED4,000.00 - AED6,000.00 per month

**Experience**:

- project Secretory: 5 years (required)

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