Project Secretary to the COO
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Key skills for this role
About the Role
Position Summary Project Secretary to the COO (Chief Operating Officer) is an administrative and coordination role that supports both the COO and operational/project teams. Job.
Key Skills for This Role
Responsibilities
- Manage the COO's calendar, meetings, travel arrangements, and correspondence
- Prepare meeting agendas, minutes, presentations, and reports
- Coordinate with project managers and department heads
- Track project schedules, milestones, and action items
- Monitor project documentation and maintain records
- Prepare operational and project status reports for management
- Follow up on decisions made by the COO and ensure timely completion of assigned tasks
- Assist with budgeting, procurement, contracts, and coordination
- Organize executive meetings, board meetings, and project review sessions
- Maintain confidentiality of sensitive business information
Requirements
- Ability to manage executive calendar, meetings, travel arrangements, and correspondence
- Experience preparing meeting agendas, minutes, presentations, and reports
- Ability to coordinate with project managers and department heads
- Skill in tracking project schedules, milestones, and action items
- Ability to maintain confidentiality of sensitive business information
- Physical ability to lift up to 50 pounds, walk, climb, and wear safety equipment
- Sufficient clarity of speech and hearing to communicate effectively
- Ability to maintain focus and multitask effectively
Full Job Posting
Position Summary
- Project Secretary to the COO (Chief Operating Officer) is an administrative and coordination role that supports both the COO and operational/project teams.
Job Functions, Responsibilities & Authorities
- Manage the COO's calendar, meetings, travel arrangements, and correspondence.
- Prepare meeting agendas, minutes, presentations, and reports.
- Coordinate with project managers, and department heads.
- Track project schedules, milestones, and action items.
- Monitor project documentation and maintain records.
- Prepare operational and project status reports for management.
- Follow up on decisions made by the COO and ensure timely completion of assigned tasks.
- Assist with budgeting, procurement, contracts, and coordination.
- Organize executive meetings, board meetings, and project review sessions.
- Maintain confidentiality of sensitive business information.
Physical and Mental Requirements
- Ability to lift and carry up to 50 pounds.
- Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells.
- Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
- Ability to maintain focus and multitask effectively.
- Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
- Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off site locations when necessary.
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