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