Executive Administrative Assistant

Step into a pivotal support role where your organization, communication, and coordination skills will keep projects running smoothly and the team focused on delivery. You’ll work closely with a small, collaborative team and have a clear impact on day-to-day operations.

As the Administrative Project Assistant, you will provide comprehensive administrative and project support to a designated team, ensuring tasks, schedules, and documentation are well organized and up to date. You will coordinate project activities, track progress, and maintain accurate records to support informed decision-making. Your role will be essential in keeping the team aligned, prepared, and on schedule.

• Coordinate daily and weekly work activities for the team, ensuring priorities, deadlines, and tasks are clearly communicated and tracked.
• Maintain and update project schedules, calendars, and timelines, adjusting plans as needed and notifying stakeholders of changes.
• Organize, prepare, and distribute project documentation, reports, and correspondence in a clear and timely manner.
• Arrange and support meetings, including preparing agendas, compiling materials, taking minutes, and following up on action items.
• Manage electronic and physical filing systems to ensure all project and administrative documents are accurate, accessible, and up to date.
• Serve as a primary point of contact for internal and external inquiries, routing information and responses efficiently.
• Compile data and assist with the preparation of status reports, summaries, and presentations using Microsoft Office Suite.
• Provide general administrative support to the team, including handling email communications, travel arrangements, and basic office coordination tasks.

• Proven experience in an administrative and/or project coordination role in an office or professional environment.
• Demonstrated ability to coordinate workloads and schedules for multiple stakeholders or a small team.
• Strong organizational and time management skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills for interacting with team members, management, and external contacts.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) for daily administrative and reporting tasks.
• High level of accuracy and attention to detail in handling documents, data, and schedules.
• Ability to work independently, prioritize effectively, and follow through on assignments with minimal supervision.
• Experience supporting project-based work in a professional services, construction, engineering, or similar environment.
• Familiarity with basic project tracking tools or software (e.g., MS Project, Smartsheet, or similar).
• Experience coordinating work for a small team or department.
• Comfort working with spreadsheets for basic data tracking and reporting.

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field preferred.
• Any relevant administrative or project coordination coursework, training, or certification is an advantage.