Project Administrative Assistant

Job Description

Job Description

We are looking for a Project Administrative Assistan t to support client engagements, project planning, scheduling, communications, and administrative operations onsite in Troy, NY for a consulting company. This contract role is ideal for a highly organized professional who can manage multiple priorities, coordinate with clients and consultants, develop polished written communications, and ensure projects stay on track from planning through execution.

Key Responsibilities

Project & Meeting Coordination

• Coordinate scheduling between clients, consultants, and internal team members.
• Manage calendars, meeting invitations, scheduling conflicts, and availability across multiple stakeholders and time zones.
• Organize and coordinate virtual and in-person meetings, including logistics and meeting materials.
• Draft, maintain, and distribute meeting agendas and Standard Work Agendas (SWAs).
• Track action items and ensure timely follow-up with clients and consulting teams.
• Communicate meeting changes, reminders, and updates to all relevant parties.

Client Relationship & Communication Management

• Serve as a primary point of contact between clients, consultants, and internal team members.
• Support ongoing client relationships by ensuring effective communication and responsiveness.
• Coordinate client check-ins and follow-up communications.
• Manage the flow of information between all stakeholders to ensure projects remain on track.
• Help reinforce a consistent, professional client experience and brand presence.

Strategy & Administrative Support

• Assist in drafting Statements of Work (SOWs) based on client discussions and project needs.
• Coordinate internal strategy meetings and track project progress through completion.
• Collaborate with finance and leadership teams on project budgets and resource planning.
• Manage document workflows through review, approval, and distribution processes.
• Maintain communication with consultants regarding project opportunities and availability.
• Prepare, edit, and proofread professional documents, presentations, and communications.

Project Planning & Execution

• Develop project timelines, track deliverables, and ensure deadlines are met.
• Coordinate internal design and planning meetings to support successful project delivery.
• Monitor multiple projects simultaneously and proactively identify potential issues or delays.
• Support process improvement initiatives and help maintain organizational standards and best practices.

Qualifications

• 3+ years of experience in project coordination, executive support, operations, consulting support, or a related role.
• Exceptional organizational and time management skills.
• Strong written communication, editing, and proofreading abilities.
• Ability to manage multiple priorities while maintaining attention to detail.
• Experience coordinating meetings, schedules, and project deliverables across multiple stakeholders.
• Proficiency with Microsoft Office, Outlook, Teams, Zoom, and shared project management tools.
• Ability to work independently, exercise sound judgment, and anticipate needs before they arise.

Ideal Candidate

• Highly organized and proactive.
• Comfortable working with senior leaders and external clients.
• Strong communicator with excellent follow-through.
• Able to balance strategic project support with administrative responsibilities.
• Professional, adaptable, and capable of managing competing priorities in a fast-paced environment.