Project Secretarial Services Coordinator

Posted 15 June 2022
Salary$45 - $50 per hr + laptop + phone + 2 days WFH
Job type Temporary
DisciplineLaw Firms - Legal Support

Job description

Our client is looking for their next star Project Secretarial Services Coordinator to help keep multiple projects running on track while simultaneously managing the governance of the business. Due to the previous coordinator being progressed into another role, there now exists a vacancy at our client's West Auckland office that will play a key role in ensuring that all meetings, minutes and action lists are managed with meticulous accuracy and a good speed. Given the interesting mix of projects underway at the moment, you can be sure that each day will be different, providing you with opportunities to flex your secretarial skills and feel valued for the vital role that you play in helping deliver on these projects.
This position will initially start out as a 3-month fixed-term contract, but could quickly move into a permanent position in the business. You will have a solid reporting line into the Projects Manager but also a dotted reporting line into managers of various business units. In addition to the core function of the position, being company secretary, governance and project delivery work, you will also be enabled to build trust with senior business leaders as an integral part of the project delivery strategy.
Key duties & responsibilities:
  • Full secretarial services to various control, governance, and assurances boards (as well as others as required)
  • Attend all meetings, produce and distribute formal minutes and actions items list timeously, including distribution of any relevant reports.
  • Produce agendas and distribute meeting packs for various board meetings.
  • Review papers and status reports being submitted to various boards, ensuring information is prepared to a high standard of quality, accuracy, and consistency.
  • Monitor action lists ensuring allocated items are actioned in a timely fashion.
  • Review and recommend actions for any conflict of interest declarations.
  • Maintain and update decision and membership registers.
  • Ensure that all formal minutes, decision registers, board papers, status reports and meeting packs are filed and secured in the document repository system.
  • Ensure compliance with Health and Safety Policy.
  • Any other ad-hoc work allocated by the Manager of Governance and Performance. 
You will ideally have:
  • A legal or relevant secretary/PA or EA experience, either working within in C-Suite, Board or organising team meetings and agendas.
  • A proven track record of providing corporate secretarial services at board level within a reputable organisation.
  • Prior experience in the property or construction industries would be advantageous but not required.
  • Extensive knowledge and experience in governance, particularly board and programme delivery governance and controls would be advantageous.
This is a unique position that doesn't come around very often, so if it has piqued your interest and you have the required experience, we would love to hear from you!

This opportunity will offer:
  • Temp to perm opportunity 
  • Hourly rate from $45.00 - $50.00 
  • Flexi hours and 2 days WFH
  • Ideal Northwest location, close to cafes and easy parking
  • A laptop, phone, and headset will be provided
If you are interested in contracting opportunities please get in touch as we are also currently recruiting for:
  • 6 month contract marketing coordinator for a top tier CBD firm
  • 6 month property legal secretary for a large-sized firm based on the North Shore
  • 6 month commercial legal secretary for a large sized firm based on the North Shore
For a confidential chat, contact Simone on 027 224 5228 or by sending your CV to or by clicking on 'APPLY' now.