Secretarial Assistant

Job No.:

851161

Department:

Transport

Work type:

Fixed Term Contract

Location:

Doha

Formal Qualification

• Secretarial Diploma or similar

Responsibilities

• Act as a central point for the organization meetings relating to Aurecon and external personnel and; organize participants and meeting rooms and times; take and file meeting minutes and follow up agreed actions. Check/setup meeting rooms to provide special requirements such as computer/internet access/conference phones/teleconferencing etc; organize refreshments if needed
• Maintain a schedule / register of regular meetings who attended, minutes and actions, file accordingly.
• Organize transportation as required.
• Attend certain meetings to take notes and minutes and type up drafts for review.
• Type up notes of meetings taken by others.
• Ensure meeting notes are distributed to attendees in a timely fashion.
• Collect notes or minutes taken by other parties and distribute within Aurecon as necessary.
• Operate project control spreadsheets as many are established by others.
• Understand and provide training/advice in project document control systems, eg SharePoint, Aconex and the like.
• Use appropriate templates for letters, forms and reports.
• Type reports and letters, check letters and reports for grammar and spelling.
• Assist the project management team to respond to emails and / or filing of emails; provide guidance in file management structures and the setting up of email sorting 'rules'.
• Ensure all documents properly entered into the project document control system.
• Assist document control (on a part-time basis) with establishment of the document control systems.
• Understand and be able to use the project Information Management System (IT)
• Help project management team with expenses claims and the like.

Experience

• Must be a proficient and accurate typist.
• 9 years plus experience in project secretarial or personal assistant role.
• Must be able to time manage managers and prioritize work between managers.
• Must have good organizational skills and be able to self manage time and tasks

Computer Competency Requirements

• Word, Excel, PowerPoint
• Aconex or Sharepoint

Languages (Written & Spoken)

• English 

Advertised:

7 Jan 2013 South Africa Standard Time

Closing date:

28 Feb 2013 11:55pm South Africa Standard Time

http://careers.aurecongroup.com/jobDetails.asp?stp=AW&sJobIDs=851161