Project Administrative Assistant

FACILITIES PLANNING AND PROGRAM SERVICES, INC is an organization specializing in individual and family services. The company is headquartered in Yorba Linda, California, providing support and expertise tailored to its community and beyond. Situated in Southern California, the company emphasizes high-quality service delivery and has built a reputation as a trusted resource in its field. FACILITIES PLANNING AND PROGRAM SERVICES, INC is dedicated to making a positive impact on the lives of the individuals and families it serves.

The Project Administrative Assistant is a full-time, in-office role designed for someone who wants to build a long-term career in operations and project support. This position plays a critical role in keeping projects organized, on schedule, and running efficiently by supporting project managers and leadership with administrative, coordination, and operational tasks.

• Provide full-time administrative and operational support across multiple projects
• Assist with project planning, scheduling, task tracking, and deadline management
• Maintain project calendars, timelines, and internal trackers
• Prepare meeting agendas, materials, and follow-up action items
• Accurately document meeting notes and distribute summaries

• Create, manage, and maintain organized project files and records
• Track documentation including contracts, invoices, approvals, and forms
• Ensure accuracy, completeness, and proper filing of all records

• Serve as a professional point of contact for internal teams and vendors
• Coordinate meetings, calls, and project communications
• Draft clear, professional emails and correspondence
• Assist with invoice tracking and budget documentation
• Monitor project-related costs and flag discrepancies

• Strong organizational skills and attention to detail
• Ability to manage multiple priorities
• Proficiency with Microsoft Office or Google Workspace

This role is designed to grow with the right candidate and offers increased responsibility based on