Administrative Project Trainee

Position Summary

The Administrative Trainee will provide administrative, communications, marketing, video content, research, and organizational support to the leadership team while gaining hands-on professional experience in a fast-paced engineering, project management, and consulting environment.

Essential Functions

• Create, maintain, and update spreadsheets, databases, and reports.
• Prepare documents, presentations, correspondence, and meeting materials.
• Aid in tracking executive calendars for time reporting purposes.
• Maintain and report executive time utilization metrics.
• Cook up and distribute meeting invitations.
• Attend meetings and accurately capture meeting minutes, action items, and follow-up tasks.
• Prepare summaries and follow-up communications after meetings.
• Support weekly executive task tracking, priority lists, deadline reminders, and follow-up items to help leadership stay organized and accountable.
• Aid in company branding initiatives and marketing campaigns.
• Aid in website and digital content updates.
• Create basic video content for company communications, social media, community engagement, internal updates, and leadership messaging.
• Perform light video editing, including trimming clips, adding captions or titles, organizing footage, preparing short-form videos, and making basic audio or visual adjustments consistent with AWPM branding.
• Develop social media content consistent with company branding standards.
• Create graphics, posts, stories, and promotional content.
• Maintain engagement and respond appropriately to comments and messages.
• Support cross-functional projects assigned by leadership.
• Manage assigned special projects by organizing project information, tracking milestones, coordinating updates, documenting action items, and preparing status summaries for leadership review.
• Conduct research and compile information for business initiatives, special projects, marketing opportunities, community engagement efforts, competitive intelligence, vendor options, and executive decision-making.
• Analyze information from multiple sources and present findings in clear, concise formats, including written summaries, comparison tables, presentation slides, talking points, and recommendation briefs.
• Use AI tools appropriately and responsibly to improve productivity, draft initial content, summarize information, organize research, support brainstorming, and enhance workflow efficiency while maintaining accuracy, confidentiality, and professional judgment.
• Draft clear written communications, including emails, brief summaries, announcements, social media captions, meeting follow-ups, and internal updates.
• Participate in process improvement efforts and operational support activities.
• Manage multiple and changing priorities to meet deadlines.

Qualifications

• Education: Pursuing a bachelor’s degree from an accredited college or university. Must be enrolled and actively pursuing a college or university degree and must maintain a minimum GPA of 2.5; recommended majors include but not limited to Business Administration, Marketing, Communications, Public Relations, Project Management, or other related fields of study.
• Skills: Exceptional organizational skills with attention to detail; strong oral, verbal, and written communication skills; comfort with Microsoft Office applications; ability to prepare professional correspondence, summaries, presentations, and research briefs; ability to evaluate information, synthesize findings, and present recommendations clearly; basic familiarity with social media platforms, digital content creation, light video editing tools, and appropriate AI-enabled productivity tools is preferred.
• Competencies: Highly organized and detail oriented; ability to prioritize and multi-task; proven ability to solve problems, make decisions, and resolve conflicts; self-motivated and takes initiative; ability to work independently; communicates clearly, professionally, and confidently in both verbal and written formats; ability to manage special projects, shifting priorities, and time-sensitive assignments with limited supervision; ability to research unfamiliar topics, verify information, organize findings, and present recommendations in a clear and professional manner; demonstrates responsible use of AI tools by reviewing outputs for accuracy, protecting confidential information, avoiding overreliance, and using sound judgment before sharing or acting on AI-assisted work.