Project Secretary

MANAGING CLIENTS / CALLS

• Make and receive calls for the managers.
• Managing the clients/guests/visitors for the managers.

MANAGING DIARIES/EVENTS

• Support the managers in arranging meeting and appointments.
• Take minutes of team meeting occasionally, whenever required.
• Book venues, refreshments and equipment for team meetings.
• Make travel arrangements (transportations, hotels etc.).

INBOUND MAILS / DOCUMENTS MANAGEMENT

• Track and distribute the relevant outbound and inbound mails/documents.

FILING AND RECORD MANAGEMENT

• Maintain hardcopy/paper/ electronic filing systems and archives and keep core materials up to date.
• Create and maintain reference document for filing system.
• Keep stock of stationary supplies.
• Apply/Prepare Guarantee Letter (GL).
• Assist with staff’s expense claims.

MANAGING TEAM/MEETINGS

• Distribute relevant documentation for projects and meetings.
• Maintain proper attendance and track report for the team/department.
• Maintain office supplies inventory i.e. stationeries etc. and anticipate needed supplies.
• Keep track of department/team budget.

EXPERIENCE:

• More than five (5) years of experience in similar capacity.

QUALIFICATION:

• Diploma in Executive Secretarial or equivalent.