Administrative Project Assistant

Project Support & Coordination

• Assist project managers in the planning, execution, and monitoring of projects from start to finish.
  

• Track project progress, including milestones, deadlines, and deliverables, and ensure that all tasks are completed on time.
  

• Coordinate with team members to ensure resources are available and project activities are on track.
  

Scheduling & Calendar Management

• Organize and manage project-related meetings, appointments, and deadlines, ensuring all stakeholders are informed.
  

• Schedule and set up virtual meetings (via Zoom, Microsoft Teams, etc.), sending out invitations, agendas, and reminders.
  

• Keep track of key dates and deliverables to ensure the project stays on schedule.
  

Document & File Management

• Maintain and organize project documentation, including project plans, reports, meeting notes, and other relevant files.
  

• Ensure that all project documents are up-to-date and stored in easily accessible locations (cloud storage systems such as Google Drive, SharePoint, Dropbox, etc.).
  

• Assist in preparing reports, presentations, and status updates for both internal and external stakeholders.
  

Communication & Liaison

• Act as a liaison between project managers, team members, and external stakeholders, ensuring clear and timely communication.
  

• Respond to email inquiries, relay messages, and coordinate project-related correspondence.
  

• Help facilitate communication between project teams, management, and clients or vendors.
  

Task & Action Item Tracking

• Assist with managing project tasks, creating to-do lists, and tracking action items assigned to team members.
  

• Monitor the completion of assigned tasks and send reminders to ensure deadlines are met.
  

• Report on the status of individual tasks, highlighting any delays or issues.
  

Resource Coordination

• Help coordinate the procurement of resources needed for the project (e.g., equipment, software, supplies).
  

• Track inventory and ensure that all necessary tools and resources are available for project teams.
  

Budget Tracking & Expense Reporting

• Assist with budget tracking for the project, ensuring that expenses are within the allocated budget.
  

• Help track invoices, process expense reports, and ensure timely approval of project-related expenditures.
  

• Provide support with financial documentation for audits or project reporting.
  

Event & Meeting Coordination

• Help organize project-related events, such as virtual workshops, webinars, or team meetings.
  

• Ensure that all logistical aspects of meetings or events are in place, including preparing materials and setting up virtual tools.
  

• Take minutes during project meetings and distribute follow-up notes to ensure that action items are clearly communicated.
  

Project Reporting & Updates

• Assist in generating project status reports, summarizing the progress, risks, and issues that need attention.
  

• Prepare and distribute project update reports to stakeholders as required.
  

• Help monitor project timelines and identify potential bottlenecks or delays.
  

General Administrative Support

• Perform general administrative tasks such as filing, copying, data entry, and document preparation as needed.
  

• Assist with maintaining the project’s overall filing system and document control.
  

• Provide additional administrative support to the project team as required.
  

High School Diploma or Equivalent (Required); Bachelor’s Degree (Preferred)

2+ years of experience in project coordination, administrative support, or a similar role, ideally in a remote setting.

Strong organizational skills, with the ability to manage multiple tasks and competing priorities.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and project management tools (Asana, Trello, Monday.com, etc.).

Familiarity with virtual meeting platforms (Zoom, Microsoft Teams, Google Meet).

Excellent written and verbal communication skills.

Ability to work independently and efficiently in a remote environment with minimal supervision.

Strong attention to detail, with the ability to maintain accuracy in tracking project progress, documentation, and deadlines.

Problem-solving skills and a proactive approach to managing issues or obstacles that arise during the project.

Knowledge of budget management and financial reporting is a plus.

Ability to maintain confidentiality when handling sensitive project information.