Project Assistant

Job Summary:

The Project Assistant is responsible for scheduling meetings, recording decisions and breaking projects into manageable tasks. Creates and updates workflows, analyzes risks, and prepares documentation. Monitors project progress, addresses issues, and coordinate quality controls.  Provides support for project managers to ensure that projects meet milestones and deadlines.

Duties/Responsibilities:

• Help the project manager in administrative duties and processes.
• Create and update workflows.
• Retrieve necessary information (e.g. user/client’s requirements and relevant case studies)
• Track RFI’s and submittals.
• Schedule meetings and ensure record descriptions (e.g. assigned tasks and next steps)
• Communicate all project changes / updates with the project team
• Create timelines, milestones and deliverables to contribute to effective project planning.
• Following up on the progress of action items and other tasks and reporting to the project manager.
• Supporting team members in completing their tasks to ensure they meet milestones.
• Updating and organizing project files, such as meeting minutes and progress reports.
• Using project management software to maintain charter and process flow.
• Assisting in risk mitigation, identification, tracking, management, and resolution.
• Schedule meetings, conference calls and project related events with team members.
• Observing the team’s performance and providing detailed updates to the project manager.
• Conducting research and gathering data to support projects initiates and encourages good decision-making practices.
• Facilitating communication among team members and liaising with the project manager.
• Providing administrative support to the project manager when necessary.
• Seeking opportunities for process improvements and making recommendations.
• Writing and distributing project-related messages, such as memos and status updates.
• Collaborating with cross-functional teams that include a diverse range of personalities and skills.
• Perform other duties assigned.

Qualifications: 

• High school diploma or equivalent required, associate’s degree in office administration or related field preferred
• 1-2 years of administrative and clerical experience required
• Ability to work independently
• Basic understanding of project management tools and techniques
• Experience with Microsoft office
• Ability to thrive in fast paced environment
• Ability to work well with others in a support role
• Ability to keep project updates on schedule
• Excellent written and oral communication skills
• Excellent multitasking skills
• Attention to detail
• Strong organizational skills
• Team spirit
• Strong follow-through