Project / Administrative Assistant

project management team memberJob Title: Project & Administrative Assistant

OVERVIEW:

The Project & Adminsitrative Assistant is a vital project management team member, assisting the Project Manager in planning, executing, and finalizing projects according to strict deadlines and within budget. The Project Assistant will assist with the setting up of projects in the company's systems, support the team as needed to complete projects on time and to the client’s satisfaction and perform other non-project related administrative duties where needed. Responsibilities may change therefore adaptability is of critical importance. With a combination of organizational skills, attention to detail, and effective communication, the Project Assistant contributes significantly to the project management team and the overall success of the company.

SKILLS

• Administrative Support: Provide administrative support to the Project Manager, including scheduling meetings, preparing documents, and maintaining project documentation.
• Project Coordination: Strong organizational and multitasking abilities. Assist in the coordination of project activities and resources, ensuring that projects are executed on time and within budget.
• Communication: Excellent written and verbal communication skills. Facilitate effective communication within the project team and with stakeholders through regular updates and reports.
• Resource Management: Help in managing project resources, ensuring that the necessary materials and personnel are available as needed.
• Quality Control: Participate in the testing phase to ensure final product is delivered without any problems.
• Problem-Solving: Strong attention to detail to ensure accuracy in all project components. Ability to identify issues and implement effective solutions. Proactively identify potential issues and collaborate with the Project Manager to develop and implement solutions.
• Research and Analysis: Conduct research and analysis as needed to support project objectives and deliverables.
• Client Interaction: Interact with clients to gather requirements, documents, assets, provide project updates, and address any questions or concerns. Commitment to delivering exceptional service to clients

RESPONSIBILITIES

• Manage the set-up of projects in the company systems and production schedule.
• Develop reports from the various systems when necessary.
• Organize project assets in company’s folder structure and other content as required.
• Assist developers' team on projects and assignments as needed.
• Demonstrate proficiency in the use and application of all related systems and MS Office products.
• Manage the company’s marketing and social media accounts and materials. Create content for the company’s online presence including advertisements.
• Maintain accurate and consistent electronic files and documentation.
• Assist in gathering assets for projects.
• Perform testing and Q&A for interactive applications.
• Document and maintain company's equipment inventory.
• Manage shipping of equipment and other administrative duties as assigned.
• Assist the Project Manager in other project tasks.
• Inquiry Response and Office Tours: Addressing inquiries regarding office space and conducting tours for potential members or visitors.
• Supply Management: Ordering and replenishing office supplies, including materials for the office’s snack bar and kitchen area.
• Snack Bar and Kitchen Maintenance: Stocking and maintaining the snack bar, along with keeping the kitchen area clean and organized.
• Repair and Renovation Coordination: Scheduling and overseeing repair or renovation work within the office space.
• General Inquiry Follow-Up: Responsively following up on inquiries received through various channels such as the website, voicemail, or in-person visits.
• Member Support Services: Assisting current members with paperwork, package handling, and other queries.
• Mail Management: Handling and sorting mail for the office and its members.
• Office Cleanliness and Upkeep: Ensuring common areas are clean and presentable, including garbage removal and general tidiness.

REQUIRED EXPERIENCE ANDKNOWLEDGE

• Associate or Bachelor’s degree in Business, Management, Marketing or related field is preferred.
• Previous Project Coordinator experience is preferred.
• Experience in marketing writing is a plus.
• Proficiency with Microsoft Office products (Excel, Word, PowerPoint).
• Organizational & detailed-oriented with the ability to prioritize and manage differing needs of the business. Strong attention to detail is a must.
• Ability to work in a team environment and work together as a team as well as independently.
• Must be self-motivated, positive in approach, professional and help to create, develop and implement process improvement(s).

Industry

• Marketing & Advertising
• Trade Show Exhibits
• Application Software
• Computer Software

Employment Type

Full-time

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Willingness to travel:

• 25% (Preferred)

Work Location: In person