Administrative Assistant/ Project Coordinator

Job Description

Job Description

Administrative Assistant (HR & Project Management Support)
Position Summary
We are seeking a highly organized, detail-oriented Administrative Assistant to support daily office operations while assisting with Human Resources functions and project coordination. This role is ideal for someone who enjoys working in a fast-paced environment, managing multiple priorities, and collaborating across departments to keep operations running efficiently.
The successful candidate will provide administrative support, assist with HR processes, coordinate projects, and help maintain a positive and productive workplace culture.
Key Responsibilities
Administrative Support

• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare correspondence, reports, presentations, and other business documents.
• Answer phones, respond to emails, and greet visitors professionally.
• Maintain filing systems, office records, and confidential documents.
• Order office supplies and coordinate with vendors as needed.
• Assist with travel arrangements, meeting logistics, and event planning.

• Assist with recruiting activities, including scheduling interviews and communicating with candidates.
• Coordinate new hire onboarding and employee orientation.
• Maintain employee personnel files and HR records while ensuring confidentiality.
• Support benefits administration and employee documentation.
• Track employee training, certifications, and compliance requirements.
• Assist with employee engagement initiatives, recognition programs, and company events.
• Help ensure compliance with company policies and employment regulations.

• Coordinate project timelines, meetings, and deliverables.
• Track project progress and follow up with team members on action items.
• Prepare meeting agendas, take meeting minutes, and distribute follow-up communications.
• Maintain project documentation and status reports.
• Assist leadership with special projects and process improvement initiatives.
• Help identify workflow efficiencies and support implementation of new procedures.

• Associate's or Bachelor's degree preferred, or equivalent work experience.
• 2+ years of administrative experience required.
• Experience supporting Human Resources functions is preferred.
• Experience coordinating projects or working with project management teams is a plus.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• High level of professionalism and discretion with confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with HRIS, payroll systems, or project management software is an advantage.
• Ability to prioritize competing responsibilities while maintaining attention to detail.

• Strong interpersonal and customer service skills
• Excellent problem-solving abilities
• Ability to work independently and collaboratively
• Adaptability in a changing environment
• Strong follow-through and accountability
• Positive attitude with a proactive approach