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Project secretary skills for your resume and career

Updated January 8, 2025
4 min read
Quoted expert
Allison White
Below we've compiled a list of the most critical project secretary skills. We ranked the top skills for project secretaries based on the percentage of resumes they appeared on. For example, 17.5% of project secretary resumes contained purchase orders as a skill. Continue reading to find out what skills a project secretary needs to be successful in the workplace.

15 project secretary skills for your resume and career

1. Purchase Orders

Here's how project secretaries use purchase orders:
  • Received formal Shell training on SAP Procurement functionality including Requisitioning and Purchase Order Creation.
  • Maintained construction site records including contractor invoices and purchase orders.

2. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how project secretaries use payroll:
  • Managed all Sub-Contractor incoming and outgoing correspondence, including faxes and certified payroll.
  • Maintained subcontractor certified payroll for owner.

3. Meeting Minutes

Here's how project secretaries use meeting minutes:
  • Prepared travel and expense vouchers, itineraries, meeting minutes, drafted correspondence and produced other documents.
  • Create project directories, type meeting minutes & correspondence, and provide phone coverage.

4. Expense Reports

Here's how project secretaries use expense reports:
  • Coordinated complex travel arrangements and prepare detailed itineraries and expense reports.
  • Developed and entered expense reports and managed travel using Concur software.

5. Word Processing

Here's how project secretaries use word processing:
  • Handled travel arrangements, calendars and expenses for the department, in addition to word processing and dictation.
  • Performed word processing duties, composed routine memos and produced correspondence from rough.

6. PowerPoint

Here's how project secretaries use powerpoint:
  • Prepared PowerPoint presentations for the overall progress and milestones.
  • Assisted in preparing presentations utilizing the Microsoft PowerPoint software.

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7. Secretarial Support

Here's how project secretaries use secretarial support:
  • Provided secretarial support for Bureau Chief and Program Administrators including the preparation of court documents and official correspondence with government agencies.
  • Provide administrative/secretarial support answering telephones, assisting visitors, and resolving and referring a range of administrative problems and inquiries.

8. RFI

RFI, short for Request for Information, is a preliminary business practice document used by the procurement industry to obtain general information about products or services, and to capture granular details of their procurement needs from experienced vendors in the market or the capabilities of various suppliers to enable purchasing decisions better informed.

Here's how project secretaries use rfi:
  • Created RFI (fabrication revisions) for approval and distribution.
  • Maintained logs for RFI's, submittals, work orders, change orders, certificates of insurance and blue prints.

9. Assist Project

Here's how project secretaries use assist project:
  • Assist Project staff with maintaining Project Management Database Reporting.
  • Assist Project Manager with contracts and change orders in order to process them for payment to subcontractors.

10. Office Equipment

Here's how project secretaries use office equipment:
  • Recommended and purchased office equipment.
  • Coordinated office services such as purchasing office supplies, ordering catering when needed, and maintaining kitchen and office equipment.

11. RFQ

A request for quotation (RFQ) is a document that a corporation submits to one or more potential suppliers obtaining quotations for a service or product. Typically, an RFQ seeks a detailed list of prices for something that is measurable like hardware and it involves more than the price per item. RFQ, call for bids and invitation for bid generally mean the same thing.

Here's how project secretaries use rfq:
  • Assist the Marketing Team, with creating binders for RFQ's, SOQ's, meetings, luncheons.

12. Project Correspondence

Here's how project secretaries use project correspondence:
  • Typed project correspondence and specifications.
  • Project tracking/billing including all project correspondence, monthly billing, preparing of waivers, change orders, payments received.

13. Construction Projects

A construction project is an organized process of constructing, redeveloping, renovating, or otherwise improving a building, or structure. The project phase begins usually as a broad criterion that is then made with the help of a brief, feasibility analysis, funding, and planning. The majority of construction projects are one-time jobs.

Here's how project secretaries use construction projects:
  • Performed administrative functions related to general contracting for military construction projects.
  • Assisted in-house client, regional managers, project engineers, and project staff with administration of construction projects.

14. Multi-Line Phone System

Here's how project secretaries use multi-line phone system:
  • Provided multiple secretarial duties including typing, multi-line phone reception and mail processing for staff of fifteen.
  • Handled multi-line phones for the department as well as occasionally answered the switchboard.

15. Meeting Agendas

Here's how project secretaries use meeting agendas:
  • Coordinated council meeting agendas with other council members and faculty liaisons.
  • Handle receptionist overflow duties, correspondence, monthly reports, business meeting agendas, editing and updating resumes, overflow accounting.
top-skills

What skills help Project Secretaries find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What hard/technical skills are most important for project secretarys?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.
Do you want to know more?
Read more about what experts have to say about project secretary

List of project secretary skills to add to your resume

Project secretary skills

The most important skills for a project secretary resume and required skills for a project secretary to have include:

  • Purchase Orders
  • Payroll
  • Meeting Minutes
  • Expense Reports
  • Word Processing
  • PowerPoint
  • Secretarial Support
  • RFI
  • Assist Project
  • Office Equipment
  • RFQ
  • Project Correspondence
  • Construction Projects
  • Multi-Line Phone System
  • Meeting Agendas
  • Proofread
  • Bid Packages
  • Construction Sites
  • International Travel Arrangements
  • Hard Copy
  • ISO
  • Telephone Calls
  • Office Procedures
  • Insurance Certificates
  • AIA
  • HR
  • Conference Calls
  • Administrative Tasks
  • SharePoint
  • Business Development
  • Technical Reports
  • Statistical Reports
  • Engineering Specifications
  • Organizational Charts
  • Conference Room
  • A/R

Updated January 8, 2025

Zippia Research Team
Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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