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Secretary/administrative Assistant
3 weeks ago
Parsons is seeking an experienced Secretary / Administrative Assistant to support our project team working on a large-scale project. This position will play a pivotal role in ensuring the smooth and efficient operation of administrative tasks and will provide comprehensive secretarial and administrative support to the project management team, contributing to the successful completion of the project.
Key Responsibilities:
- Provide high-level administrative support to the project management team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
- Organize and maintain project documents, including contracts, permits, drawings, and correspondence, ensuring accurate record-keeping and easy retrieval of information as needed.
- Serve as a point of contact for internal and external stakeholders, including contractors, suppliers, and government agencies, handling inquiries and facilitating communication between parties as necessary.
- Arrange and coordinate project meetings, prepare agendas, and take minutes to document discussions, action items, and decisions made during meetings.
- Assist in the preparation of project reports, presentations, and other documentation for stakeholders, ensuring accuracy, completeness, and adherence to deadlines.
- Monitor project-related expenses, process invoices, and maintain financial records in compliance with company policies and procedures.
- Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times.
- Proactively identify and resolve administrative issues and challenges to ensure the efficient operation of the project team.
- Perform additional administrative tasks and support functions as assigned by project management, contributing to the overall success of the construction project.
Qualifications:
- Bachelor's degree in business administration, project management, or a related field preferred.
- Bi-lingual (Arabic and English) - proven experience as a secretary, administrative assistant, or similar role, preferably in the construction industry or a related field.
- Minimum of 5 years of experience in the construction industry, with minimum 2yrs+ experience in GCC (KSA experience ideally).
- Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels.
- Attention to detail and accuracy in data entry, document management, and record-keeping.
- Ability to maintain confidentiality and handle sensitive information with discretion.
**Minimum Clearance Required to Start**:
Not Applicable/None
Parsons is an equal opportunity employer committed to diversity in the workplace. Minority/Female/Disabled/Protected Veteran.
