Project Assistant

Project Assistant

We are looking for a highly organized Project Assistant to support a mission-driven non-profit organization. This long-term contract position is ideal for someone who excels at coordinating schedules, managing project details, and keeping teams aligned on priorities and deadlines. The role combines administrative support with project coordination, requiring strong communication skills, careful follow-through, and the ability to handle multiple responsibilities in a fast-paced environment.

Responsibilities:

• Coordinate the supervisor's schedule by arranging appointments, managing calendar changes, and organizing meeting details to ensure efficient daily operations.
• Lead meeting preparation and execution by scheduling sessions, securing spaces or virtual platforms, assembling materials, documenting discussion points, and tracking follow-up actions.
• Draft, format, and distribute communications for internal teams and external partners with a clear and consistent tone.
• Provide logistical support for virtual and in-person events, including room reservations, technology setup, agenda preparation, material distribution, and post-meeting evaluations.
• Maintain organized project and administrative records by updating files, preserving documentation, and staying informed on current activity across assigned initiatives.
• Prepare briefing materials in advance of meetings by gathering background information, building presentation templates, and compiling agendas and reference documents.
• Support on-site coordination for conferences and meetings involving senior stakeholders and volunteer leadership groups.
• Monitor timelines, milestones, and deliverables through project tracking tools, raising concerns early and helping the team stay on schedule.
• Produce regular project updates and status summaries for team members and leadership to promote visibility into progress and next steps.
• Identify opportunities to improve administrative and project workflows, recommending practical changes that strengthen efficiency and support delivery goals.