Project Secretary

SUMMARY:
We are looking for an organized and proactive Project Secretary to provide comprehensive support in project management and administrative tasks. This role focuses on coordinating projects, ensuring seamless communication and assisting the Director with day-to-day responsibilities to ensure operational efficiency.

POSITION INFO:

Key Responsibilities

Project Coordination

• Project Planning: Assist in developing project plans, managing schedules, budgets, and deadlines.
• Resource Management: Coordinate materials, personnel, and timelines to ensure project requirements are met.
• Client Communication: Act as the primary contact for clients, providing updates and addressing concerns.
• Vendor Coordination: Liaise with suppliers to ensure timely delivery of materials and services.
• Documentation: Prepare and maintain project records, contracts, budgets, and progress reports.
• Problem Solving: Identify and resolve challenges to maintain project efficiency.
• Budget Tracking: Monitor project expenses and recommend cost-saving strategies.

Executive & Administrative Support

• Calendar & Travel Management: Organize the director's schedule, meetings, and travel arrangements.
• Communication Liaison: Manage emails, phone calls, and correspondence, ensuring timely follow-up.
• Reporting: Prepare meeting minutes, project updates, and financial summaries.
• Administrative Tasks: Maintain office systems, manage filing, and monitor expenses.

Procurement & Logistics

• Supplier Management: Source and negotiate with vendors to procure materials efficiently.
• Inventory Control: Track and manage stock for project needs.
• Shipping & Delivery Oversight: Manage transportation logistics and ensure materials meet quality standards.

Requirements

• Experience in project coordination, administration, or executive support.
• Strong organizational, time management, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Proficiency in managing budgets, reporting, and coordinating resources.
• Ability to multitask and manage priorities effectively in a fast-paced environment.