Full job description

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.

Skills/Eperience:

• Bachelor’s degree (Engineering, Business Administration, or related field).
• 1-3 years’ experience working with senior management level
• Proficient in using MS office applications.
• Hold traits/ skills of data and info confidentiality and privacy.
• Experience in working with different cultures.
• Attention to Details, Multitasking, Time Management and with good communication skills

Physical and Mental Requirements:

• Lifting and Carrying: Ability to lift and carry up to 50 pounds.
• Mobility: 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.
• Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
• Focus and Multitasking: Ability to maintain focus and multitask effectively.
• Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
• Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.