Project Administrative Assistant

As the Project Administrative Assistant, you will be responsible for administrative duties, meeting and event planning/coordination, supporting office personnel, supporting project executives in daily tasks, and arranging travel as needed.

This requires proficiency, accuracy, judgement, initiative, discretion, and knowledge of protocol.

Your ability to anticipate problems and changing priorities will help bring efficiency and organization to your team.

Major Responsibilities: Coordinating and planning of events/meetings, arranging for facilities, equipment, and refreshments, preparing and distributing notices, agendas, information packets, and minutes.

Coordinating requests from clients, managers, and in-house staff, determining action on important or emergency matters or directing them to the necessary contact in absence of the manager.

Collecting, reviewing, and distributing incoming hard copy and electronic mail, independently handles mail not requiring the manager’s attention.

Coordinating complex travel arrangements, including details of business plans; preparing itineraries and expense reports.

Independently maintaining a hard copy or electronic calendar for the responsible manager.

Reviews incoming communications, work orders, and service requests for subject matter content and routes them to appropriate supervisor’s attention.

Composes routine correspondence in response to requests for department services; answers inquiries from other departments, area offices, or outside entities.

Monitors all follow-up actions required by supervisor/manager.

Organizes material for meetings, presentations, and training sessions.

Reviews deliverables of assigned staff and monitors quality to ensure that all documents conform to established standards and procedures.

Ordering of office supplies and other items as required.

Education and Experience Requirements: Requires a minimum of 4-6 years of related experience Associate degree or related technical training preferred Required Knowledge and Skills: Intermediate to advanced skills in Microsoft Office Suites.

Working knowledge of SharePoint.

Working knowledge of Visio.

Excellent oral and written communication skills.

Strong organizational skills; detail oriented.