Executive Secretary
2 weeks ago
We are seeking a highly skilled Administrative Officer to provide executive and administrative support to the Project Director and Deputy Project Director. This is a unique opportunity to work in a dynamic environment and contribute to the success of our projects.
Key Responsibilities
- Provide administrative support to the executives, including inbox management, diary management, arranging meetings, booking travel, processing accounts, and reconciling expenditure.
- Monitor and prioritise tasks and activities for the executives, including incoming correspondence and referring to appropriate areas for action.
- Monitor correspondence tracking systems to ensure quality control and timeliness of responses is maintained.
- Coordinate responses on a range of issues in an efficient manner, as required.
- Provide administrative, business, and operational support to the Project Team, including acting as a first point of contact for enquiries, liaising with internal and external stakeholders, consultants, and government officials.
- Provide secretariat function to various project committees, including recording minutes, recording/tracking the status of actions from each meeting; coordinating, preparing, and distributing documentation for meetings, and more.
- Draft confidential correspondence, reports, and briefs, including the assembly of supporting documentation necessary for ministerial correspondence, meetings, and forums.
- Provide project support as required, including researching information and collating responses in a timely manner.
- Demonstrated experience in providing high-level executive and administrative support services, prioritising, coordinating, and managing the workflows within tight timeframes, and a fast-paced, dynamic environment.
- Effective communication (verbal and written), liaison, and problem-solving skills, and the demonstrated ability to prepare sensitive correspondence and reports with accuracy and attention to detail.
- Proven proficiency in the use of various standard computer applications, ministerial, and briefing procedures, correspondence tracking systems, and experience in initiating and managing associated reporting procedures and programs.
- A collaborative approach to developing productive working relationships with internal and external stakeholders to achieve results.
- Experience in working in a construction industry or possessing building/infrastructure/project management knowledge will be an advantage.
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