Project Secretary

Roles and responsibilities

Saipem is a global leader in engineering, procurement, construction, and installation services for the energy industry. With a strong track record of successful projects and a commitment to excellence, we strive to deliver innovative solutions to our clients.

Job Mission

• Provide secretarial and organizational support to the Project / Client Management as required
• Guarantee general secretarial duties and an efficient service to the Project / Client Team
  

JobTasks

• Receive and screen telephone calls and/or visitors
• Know and use spoken and written appropriate foreign languages fluently
• Draft incoming and outgoing correspondence, compose and type letters and actions e-mails
• Organize archives and file correspondence and documentation (paper and electronic), also using integrated systems and applications if required
• Support the preparation of reports and presentations using appropriate software
• Occasionally attend to meetings, taking notes and write reports
• Arrange international travel, handling also complex itineraries
• Check Passport and Visa requirements and arrange necessary paperwork
• Prepare the order for all the materials necessary to office activities (stationery, etc.)
• Process project, travel, expenses, if required

• Administrative Support

• Documentation Management: Prepare, maintain, and organize project documentation, including reports, meeting minutes, and correspondence.
• Scheduling: Coordinate and manage project meetings, including scheduling, sending invitations, and preparing agendas.
• Travel Arrangements: Organize travel and accommodation for project team members as needed.

• Communication

• Point of Contact: Serve as the main point of contact for project-related inquiries, ensuring effective communication among stakeholders.
• Information Dissemination: Distribute project updates and information to team members and stakeholders in a timely manner.

• Project Coordination

• Assistance with Project Planning: Support project managers in planning and coordinating project activities and timelines.
• Tracking Progress: Monitor project milestones and deliverables, ensuring deadlines are met and reporting any delays.

Desired candidate profile

• Industry Knowledge: Familiarity with the specific industry of the organization (e.g., construction, IT, finance) is a plus.

Skills

• Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and maintain an organized workflow.
• Communication Skills: Excellent verbal and written communication skills for effective interaction with team members and stakeholders.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software (e.g., Microsoft Project, Trello, Asana).
• Attention to Detail: Meticulous in preparing documents, reports, and meeting notes, ensuring accuracy.

Personal Attributes

• Proactive Attitude: Self-motivated with a strong sense of initiative and the ability to anticipate project needs.
• Team Player: Ability to work collaboratively within a team and support various project functions.
• Adaptability: Comfortable in a dynamic environment and able to adjust to changing priorities and deadlines.
• Problem-Solving Skills: Capable of identifying issues and proposing practical solutions.

Additional Requirements

• Confidentiality: High level of integrity and discretion in handling sensitive information.
• Flexibility: Willingness to work outside standard hours if project demands require.