Project Secretary (Contract)

Airswift; Johor; On-site; MYR 45,000 - 78,000; Full time

Job summary

Airswift is seeking a Project Secretary to provide comprehensive administrative and secretarial support to managers and the project team. The role includes coordinating meetings and travel, handling correspondence, and maintaining filing systems.

Requirements include a Diploma in Executive Secretarial and at least 5 years' experience in a similar capacity, with strong organizational and communication skills. Proficiency in MS Office is essential for day-to-day operations.

Qualifications

• Diploma in Executive Secretarial or equivalent.
• Minimum 5 years of experience in a secretarial, administrative, project support, or similar capacity.
• Strong organizational and time-management skills.
• Good written and verbal communication skills.

Responsibilities

• Provide day-to-day secretarial and administrative support to managers and the project team.
• Coordinate managers' schedules, meetings, appointments, and calendars.
• Arrange meeting logistics including venue bookings, refreshments, equipment, and distribution of documents.
• Take and prepare meeting minutes when required.
• Coordinate business travel arrangements including transportation and hotel accommodation.
• Manage mail, correspondence, and project-related documents.

Skills

Executive secretarial

Multitasking

Time management

Communication

Attention to detail

Independent working

Education

Diploma in Executive Secretarial

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The Project Secretary provides comprehensive administrative and secretarial support to managers and the project team to ensure smooth day-to-day operations. The role is responsible for coordinating meetings and travel arrangements, managing correspondence and documentation, maintaining filing and record systems, assisting with administrative and expense-related matters, and supporting overall team coordination.

Key Responsibilities:

• Provide day-to-day secretarial and administrative support to managers and the project team.
• Make and receive calls on behalf of managers and professionally manage clients, guests, and visitors.
• Coordinate managers' schedules, meetings, appointments, and calendars.
• Arrange meeting logistics, including venue bookings, refreshments, equipment, and distribution of relevant documents.
• Take and prepare meeting minutes when required.
• Coordinate business travel arrangements, including transportation and hotel accommodation.
• Manage, track, and distribute incoming and outgoing mail, correspondence, and project-related documents.
• Maintain accurate and up-to-date hardcopy and electronic filing systems, records, and archives.
• Create and maintain reference documents to support effective document filing and retrieval.
• Prepare and process Guarantee Letters (GL) when required.
• Assist employees with the preparation and submission of expense claims.
• Maintain team or department attendance records and tracking reports.
• Monitor office supplies and stationery inventory and coordinate replenishment when necessary.Assist in monitoring and tracking the department or team's budget.
• Provide general administrative and coordination support to the team as required.

Requirements:

• Diploma in Executive Secretarial or equivalent.
• Minimum 5 years of experience in a secretarial, administrative, project support, or similar capacity.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Good written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Able to handle confidential and sensitive information professionally and discreetly.
• Good interpersonal skills with the ability to communicate effectively with managers, colleagues, clients, and external parties.
• Able to work independently while supporting a team in a fast-paced working environment.