Project Secretariat

Busybee; Metro Manila; On-site; PHP 446,400 - 669,600; Full time

Job summary

Busybee is seeking a Project Secretariat professional to coordinate and manage project activities from a remote setting in Metro Manila. The role emphasizes documentation, meeting coordination, risk mitigation, and stakeholder communication to ensure project success.

A background in product development and strong data-driven decision abilities will help deliver high-impact user experiences. The candidate should have at least 1 year of PM experience, be highly organized, and willing to travel for

Qualifications

• 1+ year of project management experience.
• Knowledge of product development processes.
• Strong analytical aptitude for data-driven decisions.
• Excellent written and verbal communication in English and Filipino.
• Highly organized with meticulous attention to detail.

Responsibilities

• Maintain and organize project documentation such as plans, schedules, minutes, and status reports.
• Ensure all documents reflect current progress and decisions.
• Schedule and coordinate meetings, set agendas, and handle logistics.
• Take meeting minutes, track action items, and follow up to close tasks on time.
• Assist in developing mitigation strategies and action plans for risks.
• Serve as a central point of contact for project inquiries and communications.
• Document, monitor, and report project risks and issues.
• Facilitate communication among team, stakeholders, and external partners.
• Coordinate resources including personnel, equipment, and materials.
• Track resource allocations and utilization for optimal management.
• Support QA processes and participate in quality reviews and audits.
• Generate progress reports and dashboards for stakeholders.
• Monitor milestones, deliverables, and KPIs to identify deviations and corrective actions.

Skills

Project management

Product development

Analytical

Communication (English/Filipino)

Attention to detail

Job description

Hybrid Full Time 8:30 AM - 5:30 PM Day Shift

JOB OVERVIEW

The Project Secretariat is responsible for project coordination by working closely with the Project Team members. The Project Secretariat is responsible for coordinating, organizing, and controlling project activities.

RESPONSIBILITIES

Maintain and organize project documentation, including project plans, schedules, meeting minutes, and status reports.

Ensure all project documentation is up-to-date, accessible, and accurately reflects project progress and decisions.

Schedule and organize project meetings, including setting agendas, sending invitations, and arranging logistics.

Take meeting minutes, track action items, and follow up on tasks to ensure timely completion.

Support the project manager in developing mitigation strategies and action plans to address identified risks and issues.

Serve as a central point of contact for project-related inquiries, disseminating information, and addressing concerns.

Assist in identifying, documenting, and monitoring project risks and issues.

Facilitate communication among project team members, stakeholders, and external partners.

Assist in coordinating project resources, including personnel, equipment, and materials.

Track resource allocations and utilization to ensure optimal resource management throughout the project lifecycle.

Support the implementation of quality assurance processes and procedures.

Participate in quality reviews and audits to ensure compliance with project standards and requirements.

Generate regular progress reports and dashboards to provide stakeholders with visibility into project performance.

Monitor project milestones, deliverables, and key performance indicators to identify deviations and take corrective actions as needed.

THE ADVANTAGES

With Project Management experience for at least 1 year.

Knowledge in Product Development.

Passionate about creating high impact user experiences that build customer relationships better.

Strong analytical aptitude. Has the ability to analyze and propose data-driven solutions.

Excellent written and verbal communication skills and can negotiate with ease (in English and Filipino).

Highly organized and pays attention to detail.

This is a work-from-home position, so having a working computer and a stable internet subscription is a must.

Must be willing to go on face-to-face meetings with clients if needed.

OTHER QUALIFICATIONS (NICE-TO-HAVE ADVANTAGE)

Commercial Property Insurance or Commercial Casualty Insurance or Commercial Auto Insurance experience.

Experience with AGILE Methodology and SAFe/SCRUM framework.

ADDITIONAL REQUIREMENTS

Must be living within Metro Manila.

Must be willing to travel and report onsite.