Secretary, Projects

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JOB SCOPE:

Support the HQ Project Team in the administration, coordination, and day-to-day management of the Group’s global project portfolio. The role is responsible for maintaining effective document control, project records, correspondence, meeting administration, and general project support, while coordinating with internal departments, consultants, contractors, suppliers, and other external stakeholders.

The Project Secretary will provide comprehensive administrative and operational support to Global Director, Projects and the wider project team, helping to ensure accurate information flow, timely follow-up of actions and deliverables, and smooth project execution throughout the full project lifecycle, from planning and design through procurement, construction, handover, and project close-out.

JOB RESPONSIBILITIES:

• Provide comprehensive administrative and coordination support to the Global Project Director, and the wider HQ Project Team across multiple projects worldwide.
• Coordinate and maintain project documentation, meeting agendas, minutes, action trackers, reports, correspondence, and follow-up items to support effective project delivery.
• Assist Project team in monitoring project progress, key milestones, submissions, approvals, contracts, outstanding actions, and other critical deliverables.
• Prepare and consolidate presentations, project updates, status reports, management summaries, trackers, and other materials for internal review and management reporting.
• Coordinate communications and follow-up actions with HQ functions, regional teams, consultants, contractors, suppliers, vendors, and other internal and external stakeholders.
• Coordinate meetings, workshops, site visits, team activities, travel arrangements, and related logistics and administrative requirements.
• Assist with information gathering, document collation, file housekeeping, project readiness tracking, and reporting of project progress, risks, issues, and outstanding matters.
• Track team deliverables, deadlines, and action items, and proactively follow up with relevant parties to support timely completion.
• Support project handover, close-out documentation, filing, and record archiving as required.
• Provide general administrative and operational support to improve the efficiency and effectiveness of the Project Team.
• Perform any other ad hoc duties and assignments as directed by the Global Project Director.

JOB REQUIREMENTS:

• Tertiary education or Diploma holder in Business Administration, Project Management, Construction Management, or a related discipline.
• Minimum 5 years of experience in project coordination, project administration, executive support, or related roles, preferably within the hospitality, construction, or fit-out industry.
• Experience supporting multiple stakeholders and coordinating activities within a fast-paced multinational environment.
• Proficient in Microsoft Office applications (Excel, PowerPoint, Word), Microsoft Teams, and SharePoint.
• Strong organizational, documentation, and administrative skills with a high level of attention to detail.
• Strong communication, interpersonal, and stakeholder management skills, with the ability to interpret and execute senior management instructions effectively.
• Highly organized and capable of working under pressure while managing multiple assignments simultaneously.
• Reliable and mature team player with a strong sense of ownership and accountability.
• Excellent command of spoken and written English, Chinese & Cantonese