About the Role
Wood is seeking expressions of interest for a Project Secretary to join our team and provide professional administrative and project coordination support across major projects within our Energy & Materials business. This position plays a critical role in ensuring efficient project administration, document control coordination, meeting management, and stakeholder communication throughout the project lifecycle.
This opportunity is available to Malaysian citizens, permanent residents on a 12-month fixed-term contract commencing in December 2026.
Wood has a deep history of pioneering technical expertise globally for more than 160 years, delivering some of the world's most complex and challenging projects across the energy, minerals, metals, chemicals, and infrastructure sectors.
As a Project Secretary, you will work alongside multidisciplinary project teams, supporting project managers, engineers, and key stakeholders to deliver projects safely, efficiently, and to the highest standards of quality.
What We Can Offer
•Meaningful and challenging projects delivered for leading clients across the energy and industrial sectors.
•Competitive salary and benefits package aligned with market conditions.
•Opportunity to work with industry-leading professionals in a global organization.
•Flexible working arrangements balancing business, team, and individual needs.
•Ongoing learning and professional development opportunities.
•Commitment to Diversity, Equity and Inclusion, ensuring everyone has a voice.
•Employee Assistance Programme (EAP) supporting health and wellbeing.
•A collaborative culture focused on safety, integrity, and excellence.
Responsibilities
Reporting to the Project Manager or Project Services Lead, you will provide administrative and coordination support to project teams to ensure the efficient delivery of project objectives. Your responsibilities will include:
•Providing comprehensive secretarial and administrative support to project management and project teams.
•Coordinating project meetings, workshops, and reviews, including preparation of agendas, meeting packs, and minutes.
•Managing project correspondence, documentation, and records in accordance with company procedures.
•Assisting with document distribution, filing, and maintaining project tracking registers.
•Coordinating travel arrangements, accommodation bookings, and logistics for project personnel where required.
•Supporting project reporting activities through the compilation and formatting of reports, presentations, and project deliverables.
•Liaising with internal and external stakeholders to facilitate effective communication and information flow.
•Maintaining action registers and following up on outstanding actions to support timely project execution.
•Assisting with onboarding and mobilization activities for project personnel.
•Supporting compliance with Wood's management systems, quality standards, and project procedures.
•Maintaining confidentiality of sensitive project, commercial, and personnel information.
Your strong organizational skills, attention to detail, and proactive approach will be essential in supporting successful project delivery and ensuring a high standard of administrative excellence. You will demonstrate Wood's values and behaviours while contributing to an environment focused on safety, collaboration, delivery excellence, and client satisfaction.
Requirements
Suitable candidates will ideally possess:
•Certificate, Diploma, or Degree qualification in Business Administration, Office Administration, Project Administration, or a related discipline.
•Demonstrated experience in a Project Secretary, Project Administrator, Executive Assistant, or similar administrative support role.
•Previous experience supporting engineering, construction, energy, or infrastructure projects will be highly regarded.
•Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
•Excellent verbal and written communication skills.
•High level of proficiency in Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and Teams.
•Experience using document management systems and collaboration platforms will be advantageous.
•Strong attention to detail and commitment to accuracy.
•Professional approach with the ability to build positive working relationships across all levels of the organization.
•Ability to work independently while contributing effectively within a team environment.
•A proactive, customer-focused mindset with a commitment to continuous improvement.
What Will Set You Apart
•Experience supporting major engineering, EPCM, FEED, or construction projects.
•Exposure to multi-disciplinary project environments within the Oil & Gas, Energy, Mining, or Industrial sectors.
•Strong meeting coordination and document management capabilities.
•Ability to thrive in a fast-paced environment while maintaining high standards of quality and professionalism.
Shortlisting will commence immediately.
