Regional Secretary

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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


  • 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.


  • 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.


  • 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.