Project Secretary (EA, Permitting and Pre-ops)

Overview

A Project Secretary provides administrative, coordination and document / correspondence control support to the External Affairs, Permitting and Pre-Operations teams.

The role is responsible for managing project correspondence, meeting records, stakeholder communications and regulatory documentation, ensuring effective coordination among internal and external stakeholders.

The position maintains accurate records of permits, approvals, commitments and project documentation while supporting regulatory compliance, operational readiness and the successful execution of EPCIC activities from engineering and construction through commissioning and handover.

Scope of work

A Project Secretary provides administrative, coordination and document / correspondence control support to the External Affairs, Permitting and Pre-Operations teams.

The role is responsible for managing project correspondence, meeting records, stakeholder communications and regulatory documentation, ensuring effective coordination among internal and external stakeholders.

The position maintains accurate records of permits, approvals, commitments and project documentation while supporting regulatory compliance, operational readiness and the successful execution of EPCIC activities from engineering and construction through commissioning and handover.

Job summary / Principal Accountabilities

• Correspondence Management
• Manage all incoming and outgoing letters, emails and official communications related to External Affairs, Permitting and Pre-Operations activities.
• Maintain correspondence registers and ensure timely distribution, tracking and follow-up of action items.
• Coordinate submission and receipt of official documents with government agencies, regulators, local authorities and stakeholders.
• Meeting Coordination and Documentation
• Organize meetings, stakeholder engagements, government consultations, permit discussions and operational readiness workshops.
• Prepare meeting agendas, attendance records and Minutes of Meeting (MoM).
• Track and monitor closure of action items arising from meetings.
• Permitting and Regulatory Administration
• Maintain a comprehensive database of permits, licenses, approvals and regulatory commitments.
• Monitor permit submission schedules, validity periods, approval status and renewal requirements.
• Support the permitting team in compiling documentation required for regulatory submissions and audits.
• Stakeholder and External Affairs Support
• Coordinate communication and documentation between the project and external stakeholders, including government institutions, local communities, port authorities and regulatory bodies.
• Maintain records of stakeholder engagements, commitments, agreements and community-related activities.
• Assist in preparing presentations, reports and briefing materials for stakeholder meetings.
• Pre-Operations and Operational Readiness Support
• Maintain records related to commissioning, operational readiness, handover and start-up activities.
• Support coordination of operational readiness meetings, training schedules and documentation reviews.
• Ensure pre-operation documentation is properly filed, tracked and readily accessible.
• Document Control and Records Management
• Establish and maintain an organized filing system for correspondence, permits, reports, MoMs and stakeholder records.
• Ensure document control procedures are followed in accordance with project requirements.
• Maintain confidentiality and integrity of project records and sensitive information.
• Reporting and Administrative Support
• Prepare weekly and monthly status reports on correspondence, permits, stakeholder engagements and action-item tracking.
• Support travel arrangements, logistics, and administrative requirements for team members and visiting stakeholders.
• Provide general administrative support to the External Affairs, Permitting and Pre-Operations Manager as required

Job Specification

Skills & Abilities

• Proven experience as an administrative assistant, secretary or similar role, preferably in a project-based environment.
• Strong administrative, organizational and time-management skills.
• Excellent written and verbal communication skills with professional stakeholder interaction.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting tools.
• Ability to manage project correspondence, MoM, action logs, and document tracking accurately.
• Strong document control, filing, and records management with high attention to detail.
• Able to prioritize tasks, manage multiple activities, and meet tight deadlines in fast-paced environments.
• Effective stakeholder coordination with strong follow-up to ensure timely closure of actions.
• Strong problem-solving, analytical thinking, and multitasking capabilities.
• Able to maintain confidentiality and handle sensitive information with discretion.
• Familiar with EPCIC documentation processes and capable of supporting multidisciplinary project teams is added advantage.

Key requirements

• Diploma or Bachelor's Degree in Engineering or a related technical field.
• Minimum 3 years of relevant experience, preferably in Project Secretary, Project Administration, Document Control, or similar roles.
• Experience supporting Engineering, EPC/EPCIC, Construction, or project-based environments.
• Experience in Permitting / External Affairs, with familiarity with permit requirements, regulations, and related terminology.
• Highly detail-oriented, meticulous, and well-organized, with strong document control, coordination, and follow-up skills.

Software and tools