Executive Administrative Assistant

Step into a pivotal support role where your organization, communication, and coordination skills will keep projects running smoothly and the team focused on delivery. You’ll work closely with a small, collaborative team and have a clear impact on day-to-day operations. About the Role As the Administrative Project Assistant, you will provide comprehensive administrative and project support to a designated team, ensuring tasks, schedules, and documentation are well organized and up to date. You will coordinate project activities, track progress, and maintain accurate records to support informed decision-making. Your role will be essential in keeping the team aligned, prepared, and on schedule. Key Responsibilities Coordinate daily and weekly work activities for the team, ensuring priorities, deadlines, and tasks are clearly communicated and tracked. Maintain and update project schedules, calendars, and timelines, adjusting plans as needed and notifying stakeholders of changes. Organize, prepare, and distribute project documentation, reports, and correspondence in a clear and timely manner. Arrange and support meetings, including preparing agendas, compiling materials, taking minutes, and following up on action items. Manage electronic and physical filing systems to ensure all project and administrative documents are accurate, accessible, and up to date. Serve as a primary point of contact for internal and external inquiries, routing information and responses efficiently. Compile data and assist with the preparation of status reports, summaries, and presentations using Microsoft Office Suite. Provide general administrative support to the team, including handling email communications, travel arrangements, and basic office coordination tasks. Key Requirements Proven experience in an administrative and/or project coordination role in an office or professional environment. Demonstrated ability to coordinate workloads and schedules for multiple stakeholders or a small team. Strong organizational and time management skills with the ability to manage multiple tasks and deadlines. Excellent written and verbal communication skills for interacting with team members, management, and external contacts. Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) for daily administrative and reporting tasks. High level of accuracy and attention to detail in handling documents, data, and schedules. Ability to work independently, prioritize effectively, and follow through on assignments with minimal supervision. Experience supporting project-based work in a professional services, construction, engineering, or similar environment. Familiarity with basic project tracking tools or software (e.g., MS Project, Smartsheet, or similar). Experience coordinating work for a small team or department. Comfort working with spreadsheets for basic data tracking and reporting. Qualifications High school diploma or equivalent required. Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field preferred. Any relevant administrative or project coordination coursework, training, or certification is an advantage. #J-18808-Ljbffr