Project Secretary Resume Sample

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Darrion Runte
2873 Arno Manors,  Dallas, TX
+1 (555) 620 1170

Work Experience


Project Secretary / Administrator
01/2018 - PRESENT
Detroit, MI
  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment
  • Distributes documents internally and/or externally
  • Ensures that the latest revisions of project documents are available and further distributed to the appropriate personnel related to the department or as required
  • Archives all departmental documentation
  • Provides support to the departmental leadership team as required related to travel coordination and expense reporting
  • Provides support to the departmental leadership team as required for calendar maintenance and meeting planning and coordination
Project Secretary
11/2013 - 12/2017
Dallas, TX
  • Typing, filing, sending faxes and other secretarial works for Manager and Supervisor
  • Prepare business travel for Manager & Supervisor
  • Manager correspondences, maintain filing systems for Manager
  • Prepare and record Material Requisition for Manager and Supervisor
  • Other special assignments from Manager and Supervisor
  • Makes necessary arrangements for travel, conferences and meetings
  • Provide direct secretarial support to the Human Resources Manager and other staff members are required, maintain
  • Calendar for the Manager. makes meeting arrangements and prepares agenda
  • Response to calls and passes to Manager or routes to appropriate individual, responds to inquiries from the public employees, other departments and outside agencies
Client Project Secretary
04/2011 - 07/2013
Los Angeles, CA
  • Reviews all document prior to Manager's approval
  • High standards of safe working practice, quality and productivity as well as compliance with the code of business conducts
  • Ecretary experience in multinational companies
  • Prepare presentations from outline brief
  • Receive incoming mail, identify priority items, acknowledge correspondence, answer routine queries and reroute
  • Plan and organise diary commitments of Construction Manager including arranging accommodation and facilities for meetings and ensuring the compilation and distribution of papers, minutes and agendas for such meetings
  • Copying and distribution of documents to employees of the group

Education


Indiana Wesleyan University - Dayton Education Center
2006 - 2010
Bachelor's Degree in Management

Professional Skills


  • High level skills in utilizing Microsoft Word, Excel and PowerPoint
  • Experience in Project Administration
  • Experience in secretarial/admin work
  • Show initiative, set priorities
  • Typing of all the Project Manager’s or his deputy’s project correspondence
  • Proficient in PC knowledge (including MSWord, Excel, PowerPoint and Chinese Word Processing)
  • Proficient in English both in writing and speaking

How to write Project Secretary Resume


Project Secretary role is responsible for software, microsoft, excel, payroll, training, database, procurement, purchasing, security, reporting.
To write great resume for project secretary job, your resume must include:

  • Your contact information
  • Work experience
  • Education
  • Skill listing

Contact Information For Project Secretary Resume

The section contact information is important in your project secretary resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:

  • First and last name
  • Email
  • Telephone number

Work Experience in Your Project Secretary Resume

The section work experience is an essential part of your project secretary resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous project secretary responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular project secretary position you're applying to. The work experience section should be the detailed summary of your latest 3 or 4 positions. Representative Project Secretary resume experience can include:

  • Set up and maintain filing system following corporate standard, project telephone list and group e-mail address
  • Update and monitor weekly/monthly reporting, planning, action list and calendar for activities
  • Enter budget data including encumbrances and expenditures using spreadsheet software. Reconciles data as needed
  • RECORDS minutes of project meetings, as required, including live taking of minutes on overhead projector
  • Maintain filing system and organise file archival
  • Establish, manage and regularly update the project’s list of contacts /mailing list

Education on a Project Secretary Resume

Make sure to make education a priority on your project secretary resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your project secretary experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.

Additional details to include:

  • School you graduated from
  • Major/ minor
  • Year of graduation
  • Location of school
These are the four additional pieces of information you should mention when listing your education on your resume.

Professional Skills in Project Secretary Resume

When listing skills on your project secretary resume, remember always to be honest about your level of ability. Include the Skills section after experience. Present the most important skills in your resume, there's a list of typical project secretary skills:

  • Organise/plan meetings ensuring that the agenda is prepared in good time and the relevant parties are able to attend
  • At least a secondary education in office management skill
  • 5 – 10 years’ experience in a similar role
  • Assures effective mail and package distribution
  • Periodically, checks with staff to ensure general office functions are being completed in an effective and efficient manner
  • Experienced user in the use of Microsoft office products.

List of Typical Experience For a Project Secretary Resume

1

Experience For National Individual Consultancy of a Project Secretary for the Sustainable Land Management Resume

  • Creates, maintains, and updates the division’s filing system
  • Organise, order and maintain suitable level of stationery supplies. Organise courier service
  • Be a general contact for staff / clients and receive visitors where appropriate
  • Process construction personnel expense claims including Employee Living Allowance, telephone accounts, travel, and hotel expenses. Perform verification, validation, compliance and submission activities prior to management and payroll approval as required
  • Implement and adhere to approved quality management system procedures. Maintain all secretarial administrative electronic files in accordance with procedures
2

Experience For Client Project Secretary Resume

  • Manage and ensure timely arrangement of all meetings. Maintain the Conference Room Schedule. Ensure that all electronic correspondence is processed in accordance with procedures
  • Arrange meetings, schedule locations, coordinate time with listed attendees, arrange refreshments and equipment as needed
  • Manage and maintain all logs and rosters (Leave Plan, PAN Register, Correspondence Log, POB, Vacation Plans, etc.) for the project team
  • Maintain Outlook project and group calendars by entering meeting details (including location and transport arrangements, etc.), team holidays and absences. Inform relevant team members / departments of team absences as necessary
  • Distribute incoming / outgoing hard copy correspondence (including attachments), file and scan of the same in accordance with our filing structure and procedures. Type documents using project templates, ensuring grammatical accuracy. Record telephone messages and pass them on by email or leave a voicemail message
  • Purchase small expensed items. Assist Management with preparing reimbursement and other claims
  • Coordinate the Project personnel site visit including their PPEs / transportation. Assist with the preparation of project presentations
  • Prepare E-review for project submission. Maintain E-Review comment from client and update and attend e-review meeting and its updation
3

Experience For Project Secretary / Document Controller Resume

  • Coordinate travel arrangements inclusive of air ticket, hotel accommodation, visa arrangement, claims, etc. for the Managers and Project Team
  • Obtain clarification of policies and procedures for Project Staff. Coordinate for training arrangements with Managers and Staff (internal and external). Compose drafts and complete non-technical correspondence from oral and / or written instruction from Project Management and SAPMT
  • Distribute timely all the correspondences and other document to Client office and from Client office. Coordinate with Client Office Secretary for all submissions
  • Ensure effective internal communications
  • Provide admin assistance for project team
  • Transmits documents to the Client/Customer, Engineering, Purchasing, other entities, in - house, Subcontractors under cover letter and/or transmittal notes as required
  • Provide high level secretarial and administrative support for the Head of Organisation
  • Manage the Director / MD / CEO's appointments and schedules and make travel arrangements to make best use of their time
  • Maintain the executive's special / strategic projects. Advises, supports, assists, coordinates and collaborates on special projects which are highly complex and involve creation and oversight of multifaceted teams
4

Experience For Project Secretary / Administrator Resume

  • Handle confidential information and maintain the security of the executive’s records and files. Perform other administrative tasks using independent judgment and discretion
  • Plan, organise and schedule own workload so that these activities are completed accurately and on time
  • Provide full, pro-active (and highly confidential) administrative support
  • Ensure professional external communications
  • Handle phone calls and e-mails
  • Receive, distribute and register all correspondence
  • Process letters, notes, minutes,
  • Make travel and accommodation arrangements
5

Experience For Project Secretary Resume

  • Ensure compliance with agreed procedures
  • Outline the project floor and desks overview
  • Provide assistance/support to other project members when required
  • Maintain Action Lists when requested by the PM
  • Attend and create and distribute minutes of meetings (if required)
  • Multi-task with tight deadlines
  • Pro-active, able to think ‘out-of-the-box&#8217
  • Performs a variety of research functions and uses computer programs to produce detailed and complex reports, spreadsheets and presentations
  • Coordinates and sets up meetings and conferences, arranges travel and works on special projects with minimal supervision
6

Experience For National Individual Consultancy of a Project Secretary for the Sustainable Land Management Resume

  • Maintains schedules of one or more individuals or a large department
  • Maintains office supplies and other materials required for department’s or project’s activities
  • Coordinates and processes general administrative work such as time sheets, vacation requests, supply requisitions, etc
  • Assists employees and Managers with administrative requests. Performs additional assignments as requested
  • Advanced knowledge of MS Office and other related software skills required; Advanced skill in operating a personal computer, various printers, fax machine, scanner and other office equipment are necessary
  • Processes requisitions, purchase orders, and budget documents. Processes reimbursement and expenditure requests. Generates and prepares reports as needed
7

Experience For Client Project Secretary Resume

  • Prepares employee attendance reports
  • Coordinates and schedules appointment and travel plans for division personnel. Prepares basic correspondence confirming travel arrangements and maintains travel records for all trips
  • Orders and maintains conference room supplies
  • Receives and files project correspondence and contractual, financial and administrative documents
  • Maintains registers and updates files of all project correspondence (technical, contractual, financial and administrative) received from and transmitted to the Client, subcontractors, vendors, third parties and to other McDermott entities
8

Experience For Project Secretary / Document Controller Resume

  • Distributes all project correspondence and contractual, financial and administrative documents using web-based Share Point site, email and/or hard copy as defined in the project correspondence distribution list
  • Ensures that the latest revisions of project contract and administrative correspondence, documents and files are available and further distributed to the appropriate personnel related to the project or as required
  • Coordinates with purchasing and subcontracts departments for control of purchasing and subcontract documents
  • Coordinates with Document Controller for control of all technical documents (reports, procedures, drawings, specifications, etc.)
  • Coordinates with project controls for control of all financial documents (invoices, insurance certificate, etc.)
  • Coordinates with other departments for control of internal technical correspondence with other departments, other McDermott entities and external technical correspondence with vendors and subcontractors
  • Maintain Holiday Planning
9

Experience For Project Secretary / Administrator Resume

  • Archives all project correspondence and contractual, financial and administrative documentation in accordance with the project document control procedure
  • MAINTAINS supervisor's calendar and MAKES appointments, as instructed
  • MAKES travel and hotel reservations for department personnel, as necessary
  • Maintain Contact List
  • If working in a project environment, is responsible for setting up administrative aspects of large complex projects in accordance with the contract and Project Execution Plan, supervising and coordinating a variety of administrative activities in accordance with established procedures and controls to improve effectiveness of methods and procedures in assigned areas of responsibility
  • Serves as division's receptionist. Answers calls and responds to ones within position's capacity. Directs other calls to appropriate sources. Reviews incoming inquiries/comments via letters/reports. Responds to basic questions, inquiries, and concerns. Refers more difficult inquiries to personnel for handling. Opens and directs mail to appropriate staff

List of Typical Skills For a Project Secretary Resume

1

Skills For National Individual Consultancy of a Project Secretary for the Sustainable Land Management Resume

  • Process and obtain approvals of Client’s Permanent ID and temporary IDs & vehicle stickers. Track Client IDs and renewal and surrendering of IDs after project completion / personnel exit
  • Maintain Outlook project and group calendars by entering meeting details (including location and transport arrangements etc.), team holidays and absences. Inform relevant team members / departments of team absences as necessary
  • Distribute incoming / outgoing hard copy correspondence (including attachments), filing and scanning of same in accordance with our filing structure and procedures. Type documents using project templates, ensuring grammatical accuracy. Record telephone messages and passing them on by email or leaving a voicemail message
  • Obtain clarification of policies and procedures for Project Staff. Coordinate for training arrangements with Managers and Staff (internal and external). Compose drafts and completes non-technical correspondence from oral and / or written instruction from Project Management and SAPMT
  • Process and obtain approvals of Client’s Permanent ID and temporary IDs & vehicle stickers. Track of Client IDs and renewal and surrendering of IDs after project completion / personnel exit
  • Transmitting all project correspondence and contractual, financial and administrative documents to client under cover letter
2

Skills For Client Project Secretary Resume

  • Prepare E-review for project submission. Maintain E-Review comment from client and updating and attending e-review meeting and its updating
  • Responsible for timely distribution of all correspondences and other document to Client office and from Client office. Coordinate with Client Office Secretary for all submissions
  • Manage and ensure timely arrangement of all meetings. Maintain the Conference Room Schedule. Arrange meetings, schedule locations, coordinate time with listed attendees, arrange refreshments and equipment as needed
  • Responsible for updating contact database in Outlook and forwarding information (as a v card) to
  • To process various documents (format and typing) and electronic information; including to support necessary translation within the project
  • Prepare E-review for project submission. Maintain E-Review comment from client, update and attend e-review meeting
  • Preferably Staff (non-management & non-supervisor)s specializing in Secretarial/Executive & Personal Assistant or equivalent
  • To be based in Kelapa Gading Area
3

Skills For Project Secretary / Document Controller Resume

  • F.7 or above with formal secretarial training
  • Manage office cars and its related matters (petrol, parking and toll payment)
  • Prepare graphical material for presentations including slide shows and maintain spreadsheets
  • Arrange accommodation and facilities for meetings and organize catering / refreshments as required
  • Receive incoming mail by post and log all correspondence into project log. Re-route correspondence to appropriate section
  • Screen incoming telephone calls; where appropriate answer routine queries and / or refer to alternative source
4

Skills For Project Secretary / Administrator Resume

  • Responsible for general administration and reporting protocol
  • Answer incoming calls, answer routine queries, take messages where appropriate, and / or refer to relevant person or department
  • Receive and distribute post, logging in correspondence into department log; organise courier service
  • Set up and maintain filing system; organise file archival
  • Create/import/handling of all correspondence sent and received in JPI
  • Coordinates project meetings, project alignment functions and team-building
  • Ensure that all electronic correspondence is processed in accordance with procedures
  • Manage and maintain all logs and rosters (Leave Plan, PAN Register, Correspondence Log, POB, Vacation Plans) for the project team
  • Maintain Outlook project and group calendars by entering meeting details (including location and transport arrangements), team holidays and absences. Inform relevant team members / departments of team absences as necessary
5

Skills For Project Secretary Resume

  • Distribute incoming / outgoing hard copy correspondence (including attachments), file and scan the same in accordance with our filing structure and procedures. Type documents using project templates, ensuring grammatical accuracy. Record telephone messages and pass them on by email or by leaving a voicemail message
  • Coordinate travel arrangements (inclusive of air ticket, hotel accommodation, visa arrangement, claims) for the Managers and Project Team
  • Process and obtain approvals of Client’s Permanent ID and temporary IDs & vehicle stickers. Track Client IDs, renewal and surrendering of IDs after project completion / personnel exit
  • Contract Project, expatation up to October 2018
  • Initiative and able to organize work efficiently and independently
  • Capable to work under work-load and within high quality and safety
6

Skills For National Individual Consultancy of a Project Secretary for the Sustainable Land Management Resume

  • Diploma in Secretarial / or relevant
  • To ensure all communication runs well within the project team and maintain rapid response rate according to agreed standards, as well log information on calls received
  • Log information and distribute incoming letter; making record of outgoing letters and manage the delivery to the courier
  • As a contact point on internal and external meeting arrangement
  • Create financial and statistical tools and reports using MS Office program
7

Skills For Client Project Secretary Resume

  • Arrange and participate in meetings, conferences, and project team activities as well to keep necessary log on mentioned activities
  • Type and word-process various documents and electronic information
  • Answer phone calls and maintain a rapid response rate according to agreed standards, as well log information on calls received, where required and maintains detailed and accurate records
  • Ensure the office equipment (shelves, chairs, desks, etc) sufficient and in a good condition for all employee; planning and coordinating action for unused office equipment
  • Create financial and statistical tools and reports using spreadsheets
  • Arrange and participate in meetings, conferences, and project team activities
  • Central point of contact for all visitors to project/department
  • Organise group/project functions where required
8

Skills For Project Secretary / Document Controller Resume

  • General administrative tasks as and when required
  • General assistance to Contractor’s Project Team
  • Maintenance of project databases where appropriate
  • Be central point of contact for all staff and visitors to project
  • Organize travel, hotel arrangements, itineraries, visas, car hire, etc
  • Organize telephone / PC moves and courier services as required
9

Skills For Project Secretary / Administrator Resume

  • Organize and maintain stationery supplies
  • Photocopy and organize project social events
  • Provide general secretarial / administrative support for department / project as necessary; do general administrative tasks as and when required
  • Administer diary, organise meetings, accommodation (where necessary), hospitality; organise travel arrangements and ancillary equipment required under direction
  • Type and format reports and documents; photocopy, print, scan and distribute documentation
  • Serve as a general contact for staff / clients and receive visitors where appropriate
  • Organise, order and maintain suitable level of stationery supplies
  • Process construction personnel expense claims including, Employee Living Allowance, telephone accounts, travel, and hotel expenses. Perform verification, validation, compliance and submission activities prior to management and payroll approval as required
10

Skills For Project Secretary Resume

  • Create and maintain an active construction site Telephone List including construction site staff
  • Responsible for general administration, reporting protocol, and general administrative tasks as and when required
  • Ensure that all construction sites are kept informed of any corporate announcements via hard copy communication
  • Maintain guidelines for re-entry of construction site assigned personnel back into the Home Office
  • Receive and distribute post, log in correspondence into department log
  • Administer diary, organise meetings, accommodation (where necessary), hospitality
  • Type and format reports and documents. Photocopy, print, scan and distribute documentation
  • Organise travel arrangements and ancillary equipment required under direction
  • Liaise with other departments as and when required. Provide general secretarial / administrative support for department / project as necessary

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