Administrative Assistant / Project Coordinator

Job description

About this role

The ideal candidate has previous experience supporting construction projects and is comfortable attending meetings, documenting discussions, managing follow-ups, organizing project documentation, and ensuring action items are completed on time. This individual will work closely with leadership to improve communication, maintain organization, and help keep projects moving efficiently. This position will begin at 10 hours per week with the opportunity to increase to 20 hours per week based on business needs and performance.

Responsibilities

• Manage executive calendars and schedule meetings, appointments, and project discussions.
• Coordinate meeting invitations and ensure attendees are prepared.
• Maintain organized project files and documentation using Dropbox.
• Assist with general administrative tasks and day-to-day office support.
• Maintain organized records and ensure important documents are properly filed and named per the company’s file naming protocol.
• Assist the Project Manager in preparing proposals and presentations from PowerPoint templates and previously developed samples.
• Attend project meetings via Teams or Zoom and take detailed meeting minutes.
• Document key discussions, project updates, and action items utilizing Smartsheet.
• Track project deliverables and ensure follow-up tasks are completed.
• Coordinate communication between internal team members and stakeholders.
• Help monitor project timelines and remind team members of upcoming deadlines.
• Assist the Project Manager with administrative coordination throughout project lifecycles.
• Follow up on outstanding action items after meetings.
• Communicate with team members regarding project updates and pending tasks.
• Schedule follow-up meetings as needed.
• Ensure accountability by tracking commitments and project progress.
• Organize and maintain project documentation in Dropbox.
• Ensure files are properly named, stored, and easily accessible.
• Maintain version control of project documents.
• Assist in organizing contracts, reports, and project-related records.
• Schedule social media posts using provided marketing materials.
• Help maintain consistency across company social media platforms.
• Support basic marketing administration as needed.
• Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Qualifications and requirements

• Previous experience supporting construction projects preferred.
• Experience taking professional meeting minutes.
• Experience coordinating project follow-ups and scheduling meetings.
• Strong proficiency with Microsoft Office Suite.
• Advanced knowledge of Microsoft Outlook.
• Experience using Dropbox for document management
• Familiarity with Smartsheet
• Excellent computer and organizational skills.
• Experience supporting executives or project managers preferred.