Project Secretary

ISS International SpA is seeking a highly motivated and experienced Project Secretary to join our client in Qatar.

The Project Secretary is responsible for providing comprehensive administrative and secretarial support to the Project Team, ensuring smooth coordination of day-to-day Project activities. The role manages correspondence, schedules meetings, organizes documentation, and maintains accurate records, while promoting compliance with Client Occupational Health & Safety, Environmental, Energy, and Quality standards.

Awareness of Client Integrated Management Systems (Quality;
Environment;
Occupational Health & Safety; Responsible Care; & Energy Management Systems and IFA Product Stewardship)

Comply with all the relevant policies and procedures of Client Integrated Management Systems

Ensure that Client and Project HSEQ requirements take the highest priority and actively implemented in Project Day to day activities.

• Meeting Coordination & Support
• Schedule and coordinate internal and external Project meetings, including logistics, venue arrangements, calendar invites, and virtual meeting tools.
• Prepare and distribute meeting agendas, minutes, and action item trackers in a timely and professional manner.
• Follow up on action items with responsible parties to ensure timely closure and reporting to Project leadership.
• Maintain a centralized repository of meeting records for audit and reference purposes.
• Administrative & IT Support
• Provide comprehensive administrative support to the Project Team, including travel a Maintain updated contact lists, organizational charts, and Project Team rosters to support team coordination and communication.
• Coordinate onboarding of new Project Team members, including access provisioning, documentation, and orientation logistics.
• Manage secretarial tasks for the Project Team, ensuring timely handling of correspondence, filing, and document formatting.
• Oversee the availability and maintenance of office resources such as stationery, printers, scanners, plotters, and IT equipment.
• Support Project Team members with IT-related needs, including troubleshooting, coordination with IT support, and setup of online collaboration tools.
• Administer tools required for online meetings and conference calls ("e.g., Teams, Zoom"), ensuring smooth connectivity and access.
• Manage access rights to local servers, coordinating with IT and ensuring approvals are in place from the Chief Major Projects Officer.
• Conduct regular checks and cleanup of the Major Projects Execution Server (SharePoint and local servers), ensuring proper file structure, naming conventions, and archival practices.
• Compliance & Governance
• Ensure all administrative processes comply with Client Project governance procedures, including signature matrices, approval workflows, and document control standards.
• Maintain confidentiality and integrity of sensitive Project information, ensuring secure handling and restricted access where required.
• Support audit readiness by maintaining organized, traceable, and compliant records of administrative and Project documentation.
• Coordination & Interface Management
• Act as the administrative coordination point between the Project Team and external stakeholders (EPCC Contractors, Subcontractor).
• Liaise with Client HR, Finance, and IT departments to fulfill Project-related administrative requirements and resolve cross-functional issues.
• Support logistics for Site visits, workshops, stakeholder engagements, and other Project events, including travel, access permits, and hospitality arrangements.
• Continuous Improvement & Support
• Identify and implement opportunities to streamline administrative processes, improve documentation workflows, and enhance coordination efficiency.
• Maintain and update administrative templates, checklists, trackers, and logs to support consistent and standardized Project execution.
• Provide backup support to other administrative roles during peak periods, absences, or special assignments to ensure continuity of operations.

Minimum 7 years’ relevant work experience, with at least 3-5 years in major projects