Job Description

Overview:

The Project Secretary provides administrative support to project teams, ensuring smooth operations by managing documentation, coordinating meetings, and maintaining communication with various stakeholders. This role requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

Responsibilities:

Provide comprehensive administrative support to the project team, including managing schedules, organizing meetings, and preparing meeting agendas and minutes.

Maintain and organize project documentation, including filing, scanning, and archiving important documents in compliance with company procedures.

Coordinate travel arrangements, expense reports, and other logistical support for project team members.

Assist in preparing project reports, presentations, and correspondence as required.

Monitor and manage project-related communications, including emails, phone calls, and inquiries from stakeholders.

Support the project team in tracking project progress, deadlines, and deliverables, ensuring timely follow-up on outstanding tasks.

Manage office supplies and other project-related materials, ensuring that all necessary resources are available to the team.

Liaise with internal and external stakeholders to ensure effective communication and collaboration throughout the project lifecycle.

Assist in maintaining the project calendar, including key deadlines, client meetings, and team activities.

Ensure compliance with company policies and procedures, particularly concerning document control and confidentiality. Education:

High school diploma or equivalent; a diploma or certification in office administration or a related field is preferred. Certifications / Specialization / IT Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.

Certification in office administration or project management support is an advantage. Years of Experience:

Minimum of 5 years of experience in a similar role, preferably within a project-based environment. Technical Knowledge:

Document Control and Organization: Familiarity with document management systems and best practices in maintaining project documentation, including version control, filing systems, and confidentiality requirements.

Administrative Support: Strong experience in providing secretarial and administrative support to project teams, including managing communications, coordinating meetings, and preparing documentation.

Note: Due to Visa limitations, your application will not be accepted if your nationality is Indian, Egyptian or Indonesian. Exception, if you are already a resident inside Qatar with a valid QID, transfer of sponsorship is possible!

BH-0784

Requirements:

Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with team members, clients, and stakeholders at all levels. Attention to Detail and Multitasking: High attention to detail and strong organizational skills, with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment.