Project Secretary

Airswift are currently recruiting for a Project Secretary to join their project delivery team in Brentford on a 8 month contract basis on a major infrastructure project.

The role also demands a proactive approach in a fast-paced environment and a keen eye for detail. The ideal candidate should be flexible, able to work under pressure.

The position will require full time presence in the Brentford office 

The Project Secretary will have the following responsibilities:

• Onboarding CH8 assignees for the OOK Project Control Department.
• Conducting RTW checks and activating CH8 allowances.
• Raising travel orders and booking flights for personal and business purposes.
• Setting up EAP (Educational Assistance Plan) for assignees once dependents are enrolled in full time school.
• Managing expense reports for business trips per diem and actual costs.
• Processing expense reports for council tax, school invoices, transportation , tuition assistance and spouse education.
• Managing prior approvals for business events and their expenses.
• Processing initial transient living expenses and end of assignment expenses.
• Managing Schengen visa applications and arranging letters of invitation for IK employees.
• Managing hire car bookings and processing their invoices.
• Setting up and managing allotments and bonus requirements for the team.
• Implementing a document database to manage PCD letters and memos along with other crucial information.
• Submitting BRP renewal documentation on behalf of employees for Newland Chase.
• Managing PCD team members tax return applications for Grant Thornton.
• Managing PMC timesheets for submittal and archiving.
• Updating the Manager’s calendar, arranging meetings and informing him of requests from other departments.
• Managing SMIPD record absence for the PCD division.
• Collating package material and routing for submittal within the project on behalf of PCD.
• Responsible for compiling monthly project update presentation for VP meeting.
• Document database management for PCD response letters and memos.
• Responsible for signing PAFs on behalf of Project Manager.
• Delegating team tasks and following up on behalf of management.
• Arranging medical appointments for employees and managing medical claims.
• Organizing meetings on behalf of management and the wider team.

• Previous experience in a similar Project Secretary role.
• Advanced Microsoft Office skills.
• Initiative and the ability to work effectively both independently and within a team environment.
• Time management skills, confidence working under pressure, along with a proactive approach to work and ability to work flexibly.
• Strong organisational, multi-tasking, and prioritisation skills.