Subsurface Secretary

1. Secretarial & Administrative Support
- Manage, prioritize, register, and distribute all incoming and outgoing correspondence, emails, documents, and other communications in accordance with departmental requirements.
- Maintain and update the Subsurface Manager's calendar, including meetings, appointments, and business schedules.
- Organize departmental meetings, including preparing meeting notices, booking meeting rooms, arranging refreshments, and coordinating logistics.
- Prepare meeting agendas, take meeting minutes (e.g., TCM, and other departmental meetings), and distribute meeting records in a timely manner.
- Assist in preparing presentations, reports, and other departmental documents.
- Coordinate the compilation and distribution of weekly, monthly, and other periodic departmental reports.
2. Document Control & Records Management
- Maintain an effective filing and document control system for both hard-copy and electronic records.
- Ensure the safe custody, proper archiving, retrieval, and confidentiality of departmental documents and records.
- Maintain document repositories and ensure proper housekeeping of shared drives and server folders.
- Manage and maintain records including, but not limited to:
+ Technical and engineering documents
+ Contract documents
+ Vendor documentation
+ Correspondence
+ Work Program & Budget (WP&B)
+ Schedules
+ Technical Committee Meeting (TCM) documents
+ Meeting minutes
+ Invoices and supporting documentation
3. Travel & Logistics Coordination
- Arrange domestic and international business travel, including flight bookings, accommodation, transportation, and travel itineraries.
- Assist staff with travel advances, expense claims, and related administrative documentation.
- Coordinate logistics for partner meetings, workshops, and other departmental events.
4. Departmental Coordination
- Coordinate and consolidate partner reports and other departmental submissions.
- Prepare and maintain reports relating to data management inventory, user access, and other data management activities.
- Liaise with the IT Department regarding system issues, equipment malfunctions, software upgrades, and user support.
- Coordinate departmental purchase requisitions and purchase order requests.
- Maintain adequate office stationery and office supplies.
5. Staff Administration
- Maintain and update staff leave records, attendance records, and timesheets as required.
- Provide administrative support for new staff onboarding within the department.
- Mentor and coach newly assigned departmental secretaries on administrative processes and procedures if required.
6. Other Responsibilities
- Perform other administrative and secretarial duties as assigned by the Subsurface Manager or Deputy Subsurface Manager.