The Team Secretary will provide comprehensive administrative secretarial support to the Project Teams as well as discipline Business Unit (BU) in the preparation and filing of reports, translations, correspondence and presentations.
The Team Secretary reports to the Senior Document Controller / Lead Secretary.Key responsibilities
Translation of documents from English to Arabic and vice versa, as and when required across the business, ensuring that the original meaning, spirit and feeling of the source document is conveyed
Typing of letters, reports, proposals and general documentation using templates. Accurate presentation and editing of complex documents using knowledge of engineering terms
Implement the Report Format process with all Project teams and ensure that the process is accurately followed and work closely with the Project Director / Manager to meet submission deadlines and produce quality reports by using the Report Standard Checklist
Draft non-technical correspondence, creating spreadsheets for data collation, preparation of organograms using Visio and creating PowerPoint presentations using imported images and text in accordance with WSP templates as necessary
Manage the onward distribution of incoming documents ensuring WSP Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel
Maintain accurate records of outgoing documents / correspondence using the Project Correspondence Out (F7) Register
Maintain accurate records of electronic filing with respect to Prospects, ensuring WSP filing and referencing procedures are strictly adhered to so that traceability is maintained
Coordinate project team meetings, prepare agenda, attend meetings, take notes and type up using WSP templates and distribute to all parties concerned
Arrange internal / external meetings / conference calls as and when requested, ensuring all parties are notified promptly and equipment and meeting rooms booked
Handle telephone calls, taking messages as necessary and making calls as instructed to clients / external contacts in a professional and timely manner.
Deal with any routine enquires and escalate appropriately as required
Work as part of a team to ensure project submission deadlines are met and provide cover during their absence
Maintain confidentiality at all times and ensure any sensitive issues are dealt with appropriately
Ensure that Health & Safety is embedded into all work practices in line with company policies
Provide regular work status updates, including risks or concerns, to line manager
Attend and contribute in team and project meetings as required
Support WSP approach to sustainability
Ensure QMS and Project Lifecycle compliance across team and projects
Complete accurate timesheets by set deadline and assist staff members to submit their timesheets during their absence if required.
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