Administrative Assistant Project Management

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Position Description

Position Summary

The Project Management Administrative Assistant provides critical administrative and coordination support to designated customer accounts and the project management team by managing emails, scheduling key dates and meetings, maintaining project documentation and customer-required systems, and serving as a communication link between internal teams and external customers. This high-stakes role requires strong organization, attention to detail, sound judgment, and the ability to manage a large volume of information and shifting priorities in a fast-paced environment.

Essential Duties and Responsibilities

Key Responsibilities

· Support the project management team by organizing incoming emails, customer requests, project updates, and related administrative tasks, ensuring items are routed and addressed in a timely manner.

· Coordinate schedules, meetings, deadlines, and follow-up actions for project managers and customer accounts to help keep projects on track.

· Prepare and distribute meeting invitations, agendas, notes, and action items, and track follow-up items to completion.

· Serve as a communication link between internal teams and external customers, including managing Requests for Information (RFIs), responding to routine inquiries, and escalating issues as appropriate.

· Maintain accurate project documentation, correspondence, logs, and customer-required systems and reporting tools to support project visibility and compliance.

· Assist with project setup activities, status updates, document collection, and internal tracking processes to support efficient execution.

· Support change requests, billing-related administrative tasks, and other account-specific processes as needed.

· Identify and communicate scheduling conflicts, missing information, or process gaps so the project management team can respond quickly and effectively.

· All other duties assigned.

Qualifications

Education & Experience

• Associate degree in Business Administration, Project Management, or a related field preferred.
• Relevant administrative, project coordination, customer service, or project support experience preferred.
• Equivalent combinations of education and experience may be considered.

Knowledge, Skills, & Abilities

· Strong organizational, time management, and prioritization skills.

· Excellent verbal and written communication abilities.

· Ability to manage a high volume of information with accuracy and attention to detail.

· Proficiency in Microsoft Office and other business software platforms.

· Ability to work collaboratively across multiple departments and professionally with external customers.

· Strong problem-solving and sound judgment in a fast-paced environment.

Success Factors

· Keeps project information organized, accurate, and current.

· Communicates promptly and effectively with internal teams and external customers.

· Helps project teams meet deadlines and customer expectations.

Supports smooth project execution through accurate documentation, reporting, and administrative follow-through.