Project Administrative Assistant

We are seeking a highly detail-oriented Administrative & Customer Service Specialist to provide comprehensive project and event support. This role is responsible for coordinating meetings and large-scale events, maintaining documentation, assisting with project management activities, and delivering exceptional customer service to internal and external stakeholders. The ideal candidate is proactive, organized, and comfortable working in a fast-paced environment with competing priorities.

• Coordinate and support programs, meetings, and large conferences, including onsite logistical support.
• Manage event scheduling using reservation systems and handle signage, room setup details, and event tracking.
• Communicate event requirements to catering, facilities, AV, and security teams.
• Prepare, distribute, and track Banquet Event Orders (BEOs).
• Provide exceptional customer service and maintain strong relationships with guests and stakeholders.
• Update processes, documentation, role guides, and project materials.
• Develop tools to streamline project management (templates, checklists, budget trackers).
• Create and edit Power Points; capture and distribute meeting notes.
• Track attendance, document tasks, and maintain organizational tracking systems.
• Support project management activities including budgeting, requirements gathering, risk assessments, and change control.
• Respond to requests via email, phone, or in-person in a timely and professional manner.

• 5+ years of administrative, customer service, or project support experience.
• Strong communication skills with the ability to articulate information clearly.
• Excellent time management and prioritization abilities.
• Highly detail-oriented with strong organizational skills.
• Proficiency in Microsoft Excel and comfort creating light reports.
• Experience supporting events, meetings, or logistical coordination preferred.
• Ability to work independently and resolve issues proactively.

This position plays a key role in supporting team operations, ensuring continuity of programs, events, and project activities. The Specialist helps maintain high service standards and seamless operations across the team and broader organization.