The Project Administrative Assistant provides vital administrative support to the project management team, including the Executive Director, Chief of Staff, and other Stakeholders. This position is responsible for managing calendars, coordinating meetings, supporting project execution, overseeing office upkeep, handling correspondence, and assisting with special projects. The role ensures that all project and office-related administrative tasks are executed smoothly and efficiently, contributing to overall project success.
KEY RESPONSIBILITIES INCLUDE:
EXECUTIVE SUPPORT:
Provide executive support to the Executive Director and Chief of Staff, including managing calendars, special projects, and communications.
Coordinate and manage travel arrangements and expense reports for the executive team.
Assist in the creation and management of work products, content, and materials for the project.
ADMINISTRATIVE MANAGER SUPPORT:
Assist in administrative manager duties, including scheduling meetings, preparing reports, and coordinating day-to-day operations.
Support facility access and office coordination needs, including badge assignments and building management.
OFFICE COORDINATION:
Greet guests and maintain office security parameters.
Maintain office supply inventory, including ordering and stocking.
Oversee general office upkeep, including the office café, coffee machines, snacks, and conference rooms.
Coordinate office snack services and ensure office supplies are fully stocked.
MEETING AND EVENT SUPPORT:
Attend meetings, take minutes, document action items, and follow up as needed.
Provide meeting support, including scheduling, space setup, technical support, and food/beverage coordination.
Support public meetings, board of directors, and partner meetings, ensuring smooth operations on the day of the event.
Assist with community-based meetings, conferences, and project tours, including planning, logistics, and on-site support.
STAKEHOLDER AND COMMUNICATION SUPPORT:
Manage and update stakeholder information, ensuring clear and timely communication.
Coordinate and support the development of internal and external collateral, print production, and shipping/mailing needs.
Provide communication support across programs and for all-staff interactions.
Maintain the Stakeholder Engagement communication tracking platform to ensure the information is current.
ADMINISTRATIVE AND OFFICE DUTIES:
Assist with the preparation and coordination of monthly reports.
Support onboarding activities, including assigning badges, providing workstation assistance, and assisting with meeting coordination.
Help with the coordination of purchase requests, receiving, distributing supplies, and maintaining a cost justification list.
GENERAL ADMINISTRATIVE SUPPORT:
Provide general administrative support as directed by the management team, including document preparation, file management, and correspondence.
Coordinate logistics for conferences, ensuring all necessary equipment and supplies are in place.
Support visitor coordination, including workstation assistance and meeting setup.
SKILLS AND QUALIFICATIONS:
College degree or equivalent experience preferred.
Proven experience in administrative support, preferably in a project-based environment.
Strong organizational skills with the ability to manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
Experience with event coordination and office management.
Ability to maintain confidentiality and handle sensitive information with professionalism.
Strong attention to detail and ability to follow through on tasks.
WORKING CONDITIONS:
Full-time position.
In person office-based position.
May require occasional travel or extended hours depending on project deadlines.