Project Secretary

Project Secretary

Kingston upon Thames

PAYE contract long term

Hybrid working (minimum 3 days in the office)

This role is pivotal in supporting the Project Manager and team, ensuring smooth project operations through a variety of administrative, secretarial, and receptionist tasks. Below is an overview of how the role is structured and key attributes for success.

Role Overview:

The Project Secretary is a critical support role, responsible for managing day-to-day administrative activities, facilitating effective communication, organizing meetings, handling travel arrangements, and assisting in preparing reports and presentations. The position also demands strong receptionist skills, fluency in foreign languages, excellent organizational abilities, and discretion when dealing with sensitive information.

Key Responsibilities:

1. Communication & Receptionist Duties:
• Serve as the first point of contact by receiving and screening telephone calls, emails, and visitors with a professional and welcoming demeanor.
• Manage incoming and outgoing correspondence, including drafting letters and actioning emails as needed.
• Direct inquiries to the appropriate team members and ensure prompt communication both internally and externally.
2. Language Proficiency:
• Fluency in spoken and written foreign languages is essential, ensuring the ability to communicate effectively in a multicultural environment.
3. Administrative Support:
• Maintain and update calendars, telephone directories, and contact references.
• Organize and manage physical and electronic filing systems for correspondence and project documentation using integrated systems.
4. Meeting & Event Coordination:
• Arrange attendance at conferences, exhibitions, and meetings, including venue selection and catering arrangements.
• Occasionally attend meetings to take notes and draft comprehensive reports.
5. Travel Arrangements:
• Coordinate international travel plans, including managing complex itineraries.
• Handle passport, visa, and other travel-related paperwork to ensure seamless travel logistics.
6. Office & Reception Management:
• Manage office supplies, including ordering and organizing stationery and other essentials.
• Process project-related, travel, and business expenses as required.
7. Report & Presentation Preparation:
• Assist in preparing reports and presentations using office software such as Microsoft Word, Excel, and PowerPoint.
8. Discretion & Interpersonal Skills:
• Maintain confidentiality and exercise discretion in managing sensitive information.
• Exhibit professionalism, tact, and politeness in all interpersonal relationships within and outside the organization.

Qualifications & Skills:

• Experience: Proven experience in a similar secretarial, administrative, or receptionist role, ideally within a technical or engineering environment. Experience handling multiple tasks and prioritizing effectively is essential.
• Receptionist Skills: Strong receptionist skills, including a professional phone manner, excellent customer service, and the ability to manage front-desk operations smoothly.
• Communication: Exceptional written and verbal communication skills, with fluency in multiple languages highly desirable.
• Organizational Skills: Strong organizational skills with attention to detail, capable of multitasking and managing various administrative responsibilities.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is a must.
• Interpersonal Skills: Strong interpersonal skills, with a focus on delivering excellent customer service and maintaining positive working relationships.
• Discretion: The ability to maintain confidentiality and exercise tact and diplomacy when handling sensitive information.