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  • Job reference: RMS0123028

Project Secretary

  • Sector: Commercial
  • Location: Thailand
  • Job type: Permanent
  • Date posted: 13/03/2013
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:
Provides full secretarial support to Directors/Managers or project teams as assigned;
• Manages and maintains appointments, schedules meetings and keeps the calendar up-to-date for Directors/Managers;
• Assists in the preparation of presentation slides, monthly reports for internal/external meetings;
• Takes dictation, puts up minutes of meeting and distributes to all parties concerned;
• Coordinates meetings/WebEx conference including sending out meeting invitations and the booking of meeting venues;
• Assists in following up on correspondence by composing, typing, printing for signatures and mailing to the parties concerned;
• Assists in putting up management and other reports in a timely manner;
• Attends to visitors/enquiries and follows through to ensure that action is taken by the responsible Department staff;
• Answers telephone calls, transfers to the responsible employees or takes messages as required;
• Follows up on all incoming and outgoing mails;
• Makes arrangements with vendors/suppliers on the maintenance and repair of office equipment as required;
• Monitors the stock levels and ensures the availability of office supplies such as stationeries (including paper and toner cartridges for photocopier machines and office printers), pantry supplies, etc;
• Responsible for issuing stationeries, assets, etc., (for example digital cameras) and ensures the proper documentation of issuance;
• Generates and updates records of all office assets for tracking and handover purposes such as office printers, digital cameras, walkie-talkies, IT related items issued to staff;
• Prepares and distributes the Communication List of project members/Department staff members to all parties as required;
• Tracks the vacation leave and verification of medical leaves taken by Department staff and follows through on the transmission of original medical certificates to Human Resource Department as needed;
• Assists by reminding and following up on outstanding issues on behalf of Directors/Managers;
• Assists in ensuring the timely updates of timesheets by Department employees;
• Assists in the onward submission of hardcopies insurance claims to Human Resources Department;
• Assists in the distribution of pay-slips to Department employees;
• Assists in making IT requests and other arrangements for new hire Department staffs and also in orientating them;
• Assists the Directors/Managers in their claims related to travelling/general expense claims via online submission and in submitting the originals to Accounts Department;
• Maintains an efficient filing system for maintenance of records.
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