Project Secretary

About the role

ISS International SpA is recruiting a Project Secretary for its client in Qatar. The role provides comprehensive administrative and secretarial support to the Project Team, keeping day-to-day project activities coordinated and in line with the client's Occupational Health & Safety, Environmental, Energy and Quality standards.

Key responsibilities

• Schedule and coordinate internal and external project meetings, including logistics, venues, calendars and virtual meeting tools, and prepare agendas, minutes and action trackers
• Follow up on action items and maintain a central record of meeting minutes for audits
• Provide administrative support: contact lists, rosters, onboarding of new team members, correspondence, filing and document formatting
• Manage office resources and IT equipment, and support team members with IT needs and online collaboration tools (Teams, Zoom)
• Manage server access rights and regularly clean up the SharePoint and local project servers
• Ensure compliance with project governance, signature matrices, approval workflows and document control, and keep sensitive information secure
• Act as the administrative link between the project team and external contractors and subcontractors, and liaise with client HR, Finance and IT
• Support site visits, workshops and stakeholder events, including travel, permits and hospitality
• Improve administrative processes, maintain templates and trackers, and provide backup support to other administrative roles

Required profile

• Minimum 7 years of relevant work experience, including at least 3-5 years in major projects
• Awareness of the client's integrated management systems (quality, environment, occupational health and safety, responsible care and energy management)