Executive Administration & Services Expert 5

Job Description

Job Description

Job Description Project Administration Assistant
M-F 8am-5pm CST
Until October 2026, possible extension
There is some remote here and there but this is on-site as well.
We are seeking a detail-oriented Project Administrative Assistant to support the Technical Project Manager (TPM) on a Capital Expenditure (CAPEX) project.
This role combines strong administrative capabilities with construction-context experience and advanced Microsoft Office proficiency.
The position supports project governance, documentation, and day-to-day project administration, with a flexible remote work option.

Responsibilities
Schedule and coordinate internal and external project meetings, including coordination with stakeholders, room bookings (when applicable), and calendar management.
Take clear, accurate meeting minutes and convert them into structured action and decision logs.
Maintain and track action/decision logs, monitor open items, and follow up to ensure timely closure.
Update and manage project documents, including change management records, risk registers, and project dashboards.
Support the TPM in updating project charters, organizational charts, and related governance documents.
Prepare and distribute status reports, presentations, and briefing materials for project reviews.
Maintain document control with versioning, labeling, and secure storage of records.
Collaborate with cross-functional teams (engineering, procurement, finance, and construction) to gather inputs and ensure alignment.
Ensure adherence to project management standards and organizational policies.
Assist with ad hoc tasks and requests to support the TPM and project team.

Required Qualifications
Proven administrative experience in a construction or capital projects environment.
Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
Excellent written and verbal communication skills.
Demonstrated ability to manage multiple tasks, prioritize, and meet deadlines.
High attention to detail and strong organizational skills.
Ability to work independently with minimal supervision in a remote setting.
Proactive attitude with problem-solving skills and initiative.

Preferred Qualifications
Experience with project management or construction ERP systems or job cost reporting.
Familiarity with change management processes and governance documentation.
Experience taking minutes and producing action/decision log formats.
Knowledge of risk management and project governance best practices.

Skills
Time management and prioritization
Meeting coordination and minute-taking
Documentation control and versioning
Data tracking and status reporting
Effective communication and collaboration
Adaptability and reliability in a remote work environment
Basic critical thinking and issue resolution