Senior Administrator, Project Management

About the role

Provide high-level administrative and organizational support to the Engineering and Construction organization. Serve as the primary administrative resource for the department, supporting executives, managers, and project teams while ensuring efficient office operations and administrative processes. Manage complex schedules, coordinate meetings and communications, prepare reports and presentations, maintain records, and provide guidance to other administrative personnel.

Responsibilities

• Provide advanced administrative support to Engineering, Construction, and Capital Projects leadership.
• Manage complex calendars, schedules, appointments, and meeting coordination for department leaders.
• Coordinate department meetings, leadership reviews, project meetings, and special events.
• Prepare correspondence, presentations, reports, meeting agendas, and meeting minutes.
• Coordinate travel arrangements, accommodations, and expense reporting for department personnel.
• Maintain department records, files, and confidential business documents in accordance with company policies.
• Serve as the primary point of contact for administrative matters within the department.
• Screen and prioritize communications, inquiries, and requests on behalf of leadership.
• Assist with preparation of departmental budgets, purchase requisitions, invoices, purchase orders and expense tracking.
• Support onboarding activities for employees, contractors, and consultants assigned to engineering and construction teams.
• Coordinate office logistics, workspace planning, conference room scheduling, and administrative resources.
• Maintain organizational distribution lists and other communication lists.
• Compile, analyze, and prepare reports and presentations for management review.
• Support document management and records retention activities.
• Lead administrative process improvements to enhance efficiency and consistency across the department.
• Coordinate departmental training schedules, recognition activities, and employee engagement events.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist leadership with special projects, presentations, and strategic initiatives.

Knowledge

• Strong knowledge of administrative and office management practices.
• Knowledge of business communication and professional correspondence standards.
• Understanding of engineering, construction, and capital project environments.
• Knowledge of records management and document retention practices.
• Familiarity with budgeting, purchasing, and expense management processes.
• Knowledge of meeting planning and executive support functions.
• Understanding of organizational policies and confidentiality requirements.
• Working knowledge of project terminology and department operations.

Skills

• Exceptional organizational and time management skills.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams).
• Strong written, verbal, and interpersonal communication skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong customer service and stakeholder relationship skills.
• Ability to work independently with minimal supervision.
• Leadership and mentoring skills.
• Strong problem-solving and administrative process improvement capabilities.
• Ability to effectively support multiple leaders and teams simultaneously.

Qualifications

• High School Diploma or equivalent is the minimum requirement; some college coursework or progress towards a college degree is preferred.
• Minimum of five (5)+ years of administrative support experience required.
• Experience within engineering, construction, industrial operations, EPC, or capital projects environments preferred.