Project Secretary

a. Administrative Support:

·       Schedule, coordinate, and prepare agendas for all high-level project meetings in consultation with the Project Director.

· Attend meetings, record accurate and concise minutes, and capture action items, decisions, and key discussions.

· Track and follow up on action items from meetings to ensure timely completion by responsible parties.

· Distribute minutes, reports, and agendas in a timely manner.

b. Document and Record Management:

· Develop, implement, and maintain the project's document management and control system, ensuring version control and appropriate access.

· Be the central point for the custody of all key project documents, including contracts, permits, compliance records, and official correspondence.

· Prepare, proofread, and format complex documents, including board reports, presentations, technical summaries, and stakeholder communications.

·       Ensure all project documentation is archived systematically for audit, legal, and historical purposes.

c. Executive Support to the Project Director:

· Manage the project director's complex calendar, schedule appointments, and coordinate travel arrangements.

· Screen and prioritize incoming communications (emails, calls, correspondence) for the Project Director.

· Prepare briefing materials and dossiers for the Project Director ahead of key meetings and engagement.

· Handle confidential and sensitive information with the utmost discretion and professionalism.

d. Compliance and Reporting:

· Assist in tracking regulatory compliance milestones and maintaining records for audits.

· Support the Project Director in preparing regular status reports for the board, government entities, and other stakeholders.

·       Ensure that governance activities adhere to internal and external

regulatory requirements.

e. Communication and Coordination:

· Act as a key communication link between the Project Director's office and internal project teams, external stakeholders, and vendors.

· Facilitate the flow of information to ensure all parties are informed of governance decisions and key project updates.

· Coordinate logistics for project-related events, such as stakeholder forums, review workshops, and public hearings.