What are the responsibilities and job description for the Project Assistant position at Signature Staffing Strategies?
Position Overview:
About This Role
The Project Assistant provides professional complex administrative and advanced support services for consultants, project teams and management staff. Utilizes knowledge of corporate operations, company policy, the organization, personnel, and services to assist consultants, the administrative team and project teams in navigating a complex work environment. The Project Assistant uses their skills to proactively relieve others of administrative tasks and assists in coordinating project activities at an advanced level.
Key Responsibilities
- Technologically savvy and able to effectively operate a telephone, computer, copiers, printers, scanners, and other office devices as required
- Provides support to the other members of the administrative team for daily office operations
- Able to maintain spreadsheets with important reference information for Consultants and the Administrative Team
- Maintains an accurate record of all time spent on billable project work and non-billable work
- Drafts, submits and/or approves expense reports
- Reviews, edits and submits Proformas for accuracy on each project for the designated Project Team prior to invoice generation
- Send invoices to clients and initiates collection efforts on behalf of consultants; maintains a record of collection attempts on the internal database
- Submits Purchase Orders and purchases equipment and supplies as needed
- Handles shipping items via FedEx & USPS
- Maintains current CVs, testimony lists, certifications, and organization memberships for consultants
- Maintains the reception area and conference rooms, ensuring a neat, professional appearance
- Checks conference room supplies & replenishes as needed (coffee mugs, water glasses, napkins, office supplies)
- Handles closing project files, which also includes pulling and scanning documents for files. Also includes archiving or destroying electronic and paper files according to the retention policy and/or legal requirements
- Performs clerical duties including creating photocopies, scanning file material, mailings
- Perform data entry
Qualifications
Education
- Associate degree or 3 years of experience providing administrative support preferred
- Combination of education and administrative support experience preferred
Experience
- Project/administrative support experience a plus
- Understanding legal terminology and processes is a plus
- Proficient with Microsoft Word and Adobe Acrobat to create, edit, and format documents
- Experience with Outlook as an email and calendar client