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Project Secretary

3 months ago

Woking, Surrey, United Kingdom Kent Full time

Location

  • Woking, United Kingdom
    Category
  • Project controls
    Date Published
  • 22/11/23
    Status
  • Open
    About you:

Join us. Unleash your energy within.


If you have world-class ambitions to reach the stars while keeping your feet on the ground, we're the team for you.

We've created a new breed of company - future-focused with reimagined ambition across all disciplines within the energy sector.

We love people who know their own potential and are not afraid to use it. We know that together, we're far more than the sum of our parts.

So, we celebrate people who want to grow and develop as we work together on some of the largest projects on the energy world stage.


Our purpose and beliefs:


As Kent, we're tackling the greatest challenge of our time - to bring our world the energy it needs in the most responsible way ever imagined.

It's the energy of every member of our team driven by our beliefs that is making this happen. Whatever our skill, our language, or our culture.

These beliefs define and direct us every day to be the very best - for ourselves, our clients, our key stakeholders, the communities we operate in and the planet:

We PLAY BIG

We thrive on EMOTIONAL AGILITY

We are FANATICAL ABOUT PERFORMANCE

We are built on INFINITE THINKING

***
Scope of Work:Kent is looking for a Project Secretary/Admin Assistant - Outside of IR35 to be based in Woking. This position is for a 12-month contract with potential to extend. The role will fulfill tasks related to supporting the project client team and some administration tasks as required. Although the main tasks are listed below this list should not be viewed as exhaustive and other similar types of tasks may also be required as instructed by the project team.

***
Key Deliverables:
  • Greet clients and guests, including organising parking as required
  • Ensure project team area is tidy and presentable, with all necessary stationery and material (i.e. pens, forms and brochures)
  • Look after meeting rooms, including ensure all rooms are set up ready for meetings
  • Arrange catering for meetings, including making and setting up coffee/teas etc., ordering in and setting up lunches
  • Receive, sort, and distribute daily mail/deliveries
  • Arrange courier collections as required
  • Order taxis and keep log of bookings
  • Order stationery and issue stationary to staff
  • Arrange catering sundries for the office including tea, coffee, sugar, milk, fruit etc
  • Assist with onboarding staff (sorting out IT kit, arranging access passes, and arranging access to all the systems that are required for a new start, escalating/chasing requests if required)
  • Arrange travel and accommodation via the corporate travel company
  • Assist with new start inductions
  • Support with the clearing out and archiving of old paperwork to help office maintain agile and clear desk status
  • Maintain log of staff parking allocations
  • Support review, checking and formatting of project documentation.
  • Providing secretarial support to the project client team.
  • Creation, transcribing and production of reports and letters.
  • Organising meetings and arranging travel requirements.
  • Attending meetings and answering client staff queries.
  • Providing logístical support.
***
Key Requirements:
  • Engineering project experience in the oil & gas or new energy sectors in a similar role.
  • Excellent organizational skills.
  • Previous administrative/ project secretarial experience is beneficial.
  • Excellent communication skills.
  • Capable of performing duties with no direct supervision and within agreed schedules and budgets.
  • Capable of using initiative, knowledge and experience to recognise, highlight and address opportunities and threats as and when they emerge.


We are committed to our diverse and inclusive community - a place where we can all be ourselves, thrive and develop.

From day one, we offer a range of family friendly, inclusive employment policies, flexible working arrangements, and employee networks to support staff from different backgrounds.