Project Secretary

Parsons International; Riyadh; On-site; SAR 45,000 - 76,000; Full time

Job summary

Parsons International in Riyadh is seeking a Project Secretary to provide full administrative support to the project team. You will handle routine and non-routine tasks, maintain records, prepare reports, and coordinate meetings to ensure project efficiency.

The role requires at least 2 years of secretarial experience, strong English communication, and advanced MS Office skills. You will maintain files, support timekeeping, and help manage confidential information in a dynamic project

Qualifications

• High school qualification or above.
• Minimum 2 years experience in Administrative or Secretarial position.
• Excellent knowledge of Microsoft Office (Excel, Outlook, PowerPoint & Word)
• Ability to type with speed and accuracy
• Strong English written & verbal communication skills. Including excellent grammar, spelling, proofreading, punctuation and composition
• Good organizational skills with accuracy, attention to detail, and thoroughness
• Ability to manage stress and meet high pressure deadlines with good time management skills.
• Ability to maintain files and logs for easy and efficient reference
• Ability to maintain a high level of confidentiality and discern sensitive issues and apply tact.
• Ability to work effectively as a team member with demonstrated interpersonal skills.
• Demonstrated ability to work effectively in a diverse workforce

Responsibilities

• Prepare and maintain project records, including correspondence, design documents, submittals, contract changes, daily reports, proposal requests and payment applications.
• Gather statistics & general data to prepare reports for internal & external use.
• Remind project staff of timesheet submittals and maintain staff time-off schedule.
• Review time reports to verify hours and project charges; follow up for corrections.
• Track paid-time-off hours and schedule future hours.
• Create and maintain employee directory and related data including resumes.
• Receive, sort, and distribute mail; answer calls and relay messages.
• Coordinate meetings and take meeting minutes; verify accuracy and share with team.
• Prepare presentations.
• Maintain the project database.

Skills

English fluency

Time management

Attention to detail

Teamwork

Confidentiality

Interpersonal skills

Documentation

Education

High school or above

Tools

MS Office

Job description

Reporting to the Project Senior Management team, the Project Secretary role is to provide full administrative support to the Project Team to ensure smooth, effective and efficient management of their project activities. In accordance with established procedures, the Project Secretary will perform a variety of routine and non-routine administrative, clerical, data collection, and report writing tasks specific to the project.

Key Responsibilities

• Preparing & maintaining design and construction records including: correspondence, agreements, design documents, submittals, contract changes, daily reports, proposal requests and payment applications in conjunction with the overall document control system
• Gathering statistics & general data to prepare reports for both internal & external use
• Reminding project staff of timesheet submittals and maintaining staff time-off schedule
• Reviewing time reports to verify accuracy of hours worked and corresponding project charges. Following up to ensure timely processing of corrections
• Tracking paid-time-off hours charged and maintaining schedule of future hours to be taken
• Creating & maintaining employee directory and related data pertaining to employees assigned to the project including company resumes
• Receiving, sorting, and distributing mail. Answering the telephone, taking and relaying messages in a timely manner
• Coordinating meetings & taking meeting minutes. Verifying their accuracy and distributing amongst project team
• Preparing presentations
• Maintaining the project database

Qualifications

• High school qualification or above
• Minimum 2 years experience in Administrative or Secretarial position
• Excellent knowledge of Microsoft Office (Excel, Outlook, PowerPoint & Word)
• Ability to type with speed and accuracy
• Strong English written & verbal communication skills. Including excellent grammar, spelling, proofreading, punctuation and composition
• Good organizational skills with accuracy, attention to detail, and thoroughness
• Ability to manage stress and meet high pressure deadlines with good time management skills.
• Ability to maintain files and logs for easy and efficient reference
• Ability to maintain a high level of confidentiality and discern sensitive issues and apply tact.
• Ability to work effectively as a team member with demonstrated interpersonal skills.
• Demonstrated ability to work effectively in a diverse workforce

About The Company

Parsons is a leader in many diverse markets such as infrastructure, transportation, water, telecommunications, aviation, commercial, environmental, planning, industrial manufacturing, education, healthcare, life sciences and homeland security.

Parsons provides technical and management solutions to federal, regional and local government agencies as well as private industries worldwide.

- Beijing – Part-time work available, China