CarmichaelUK are recruiting for a Regional Secretary on behalf of a Tier 1 contractor.
Summary of Role
Provide secretarial and administrative support for Project Manager, or team of Managers within a region.
Tasks & Responsibilities
Office Facilities
- Manage and maintain office facilities
Administration
- Implement and maintain the Office Systems, including training others
- Prepare, sort, maintain (both electronic and hard copy), copy and communicate all correspondence and reports
- Typing of correspondence, possibly dictation, photocopying, faxing, etc.
- Draft responses to correspondence and brief managers
- Manage office stationery
- Maintain and manage diary schedules for your Manager(s) on a daily basis, ensuring that all meetings are scheduled within appropriate timescales and that all necessary documentation is prepared and given to the appropriate person(s) in advance
- Update and maintain relevant documents
- Ensure documentation is uploaded onto electronic document management system (4Projects) as required.
Meetings
- Prepare and distribute all papers, in advance of the meeting, so that all attendees are able to prepare and have the relevant paperwork so that the meeting runs smoothly.
- Identifying actions from previous meetings, in advance, and bringing it to the appropriate person’s attention
- Take minutes, at meetings, transcribe and present them back accurately and in an appropriate format.
Travel
- Plan and coordinate travel itineraries
- Book hotel and travel arrangements in advance, in line with travel policy
Functions, Events and Conferences
- Organise and deliver functions, events and conferences ensuring that they are within budget.