Project Assistant

About the role

The Project Assistant will primarily provide executive level administrative support for the Global Practice Manager and Leadership team to ensure continuity of daily global practice or regional office functions and operations. This position will also occasionally provide administrative project execution support.

Responsibilities

• Provide high level administrative support to Global Practice Manager and Leadership Team.
• Facilitate smooth communication between Global Practice leader and group, and internal and external clients. This may include other leadership members, company executives, client executives, government officials, media, and internal employees.
• Assist Global Practice Manager and leadership team with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
• Responsible for handling sensitive and confidential information.
• Provide general administrative support for company projects.
• Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, emails, reports, and presentations.
• Organize and maintain project files, filing system and project communications.
• Provide data entry or other clerical needs on projects.
• Provide support in updating record copies, engineering project documentation and changes.
• Maintain the security and confidentiality of calendars, files, records and files.
• Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
• Prepare a variety of communications including emails, meeting agendas, and meeting minutes.
• Facilitate document approvals and processing which includes but not limited to invoices, contracts and other confidential documents.
• Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
• Reserve conference rooms and coordinate client, vendor and/or supplier presentations, meetings and interviews, including set-up and cleanup.
• Manage the logistics of large group events.
• Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.
• Oversee catering and conference room management for division meetings and events.
• Arrange conference calls and related conference room set-up.
• Coordinate with IT to ensure A/V equipment is in working order.
• Prepare outgoing mailings and labels, including e-mail and fax.

Requirements

• High School Diploma/GED Required.
• Minimum 8 years relevant experience.
• Position requires ability to work independently, demonstrating accuracy, reliability, organization and problem solving skills.
• Knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
• Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
• Demonstrated ability to communicate with all levels within an organization.
• Candidates must be legally authorized to work permanently (i.e., without time limitations, without restrictions or without need for work sponsorship) in the country where this position is located.

Benefits

• PTO
• Group Health and Dental Insurance
• 401k after you have satisfied the necessary waiting periods