Project Secretary - Part-Time

Peak Ocean is a premier global consultancy and project management partner specializing in the offshore, marine, and renewable energy sectors. Known for our commitment to asset integrity, operational excellence, and engineering safety, we deliver elite Project Management Teams (PMTs) that safeguard our clients' multi-million-dollar capital investments globally.

For an upcoming drilling rig construction and reactivation project in Singapore, Peak Ocean is assembling an owner-side PMT. We are seeking a highly experienced Project Secretary to serve as a Client Representative in this role.

The Role: PMT Support

As the Project Secretary, you will keep the project's meeting cadence, action-item follow-through, and day-to-day communications running smoothly, allowing the Project Manager and discipline leads to focus on delivering the asset on time and within budget. This is a coordination and support role — not a document control role, though you may assist the Document Controller from time to time.

1. Meeting Coordination & Follow-Up

• Coordinate and schedule PMT meetings, client reviews, and technical/coordination meetings — agendas, attendee coordination, venue/call logistics.
• Attend meetings to take minutes, capture action items, and track follow-up items to closure, proactively chasing owners ahead of the next meeting.
• Support the Project Manager in monitoring outstanding actions, decisions, and commitments across the project, flagging overdue items before they become risks.

2. Administrative Support to the Project Manager

• Manage the Project Manager's calendar — prioritizing and coordinating competing meeting requests, travel, and site visits.
• Coordinate correspondence and follow-ups between Peak Ocean, the Client, the end client (rig owner), and contractors, ensuring timely responses and escalating unanswered items.
• Prepare and format meeting packs, presentations, and progress-reporting materials in support of the Project Manager and discipline leads.
• Track expense claims, invoice-processing timelines, and procurement administrative follow-ups on behalf of the PM.

3. Coordination Support (Not Ownership) of Documentation

• Liaise with the project's Document Controller on transmittals and Technical Query (TQ) logs where coordination support is needed.

Assist with ad hoc filing, formatting, or document routing tasks as requested — in support of, not in

• place of, the Document Controller.

Requirements & Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.
• Minimum 5–8 years as a Project Secretary, Executive/Personal Assistant, or Coordinator supporting senior management within engineering, construction, or offshore/marine projects.
• Proven ability to run multiple meeting cadences and follow-up trackers under tight deadlines.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with document management systems (e.g., Aconex, SharePoint) an advantage, not a requirement.
• Excellent written and verbal communication skills, with strong minute-taking and follow-up discipline.
• Highly organized, proactive, and comfortable chasing stakeholders for timely closure of actions.
• Ability to work effectively with multinational teams and maintain composure under pressure.

R1552011
Peak Ocean EA License No. 18C9336