Job Summary:
The Project Administration Assistant will provide essential administrative support to the Project Manager and the project team. They will assist in the planning, coordination, and execution of various tasks to ensure the successful completion of projects within predetermined deadlines and budgets. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to multitask effectively.
Responsibilities:
• Assist the Project Manager in organizing and maintaining project documentation, including project plans, schedules, and progress reports.
• Coordinate meetings, including scheduling, preparing agendas, and taking minutes.
• Prepare and distribute project-related communications, such as memos, emails, and status updates.
• Collaborate with team members to gather and compile project data and information for reporting purposes.
• Conduct research and assist in the preparation of project-related presentations, reports, and proposals.
• Coordinate travel arrangements and accommodations for project team members, as necessary.
• Manage new project team member seating, onboarding, and IT services tasks.
• Maintain project files, ensuring that all documentation is accurate, up-to-date, and easily accessible.
• Act as a liaison between the Project Manager and stakeholders, responding to inquiries and providing necessary information.
• Provide general administrative support to the project team, including managing calendars, scheduling meetings, and handling correspondence.
• Assist in maintaining project databases and ensuring the accuracy and integrity of project data.
Requirements:
• Proven experience as an administrative assistant or similar role, preferably supporting a project manager.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent attention to detail and accuracy in work.
• Strong written and verbal communication skills.
• Ability to work both independently and collaboratively in a team environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to adapt to changing priorities and handle multiple projects simultaneously.
• Strong problem-solving and decision-making skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Excellent interpersonal skills and the ability to build and maintain positive working relationships with team members and stakeholders.
