Project Administrative Assistant

Job Summary

The Project Administrative Assistant plays a crucial support role in the successful execution of projects by managing administrative tasks, maintaining organization, and facilitating communication across the project team and stakeholders. This position requires a highly organized, proactive, and detail-oriented individual with a strong foundation in administrative processes and project support.

Key Responsibilities

Project Coordination & Support

• Coordinate project activities, resources, and information to ensure timely and efficient workflow.
• Assist the Project Manager in the development, implementation, and tracking of project plans and schedules.
• Monitor project progress and deadlines, alerting the Project Manager to potential bottlenecks or issues as they arise.
• Facilitate communication between project team members, vendors, and external stakeholders.

Administrative & Documentation Management

• Maintain comprehensive and accurate project documentation, files, and databases (digital and hard copy).
• Prepare and edit essential project materials, including status reports, presentations (e.g., PowerPoint), proposals, and routine correspondence.
• Schedule and coordinate project meetings, prepare agendas, and accurately record and distribute detailed meeting minutes and action items.
• Manage project calendar, track deadlines, and ensure all team members are aligned on key milestones.

Financial & Logistical Support

• Assist with tracking and monitoring project expenses, including processing invoices, purchase orders, and expense reports for the project team.
• Coordinate travel arrangements, manage itineraries, and process associated expense documentation for Project Management and team members.
• Order and manage project supplies and resources as needed.

Required Qualifications

Education: Bachelor's degree or equivalent experience.

Experience: 2 years of administrative assistant experience, with demonstrated experience in a project-based environment, highly preferred.

Technical Proficiency:

• Expert proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with project management software (e.g., MS Project, Asana, Trello, or similar).
• Adept at data entry and maintenance of organized databases/file systems.

Core Skills:

• Exceptional organizational skills and meticulous attention to detail.
• Strong verbal and written communication skills.
• Proven ability to multi-task, prioritize work, and manage time effectively in a fast-paced environment.