Administrative Assistant

Overview: We are seeking a proactive and highly organized Project Coordinator to manage and streamline high-level initiatives and administrative responsibilities at the C-Suite level. This role is critical in ensuring seamless coordination of team initiatives, strategic project management, and administrative support, enabling the team to meet deadlines and achieve organizational goals effectively.

Primary Responsibilities:

Project Coordination:

• Track team initiatives, personnel items, and high-level projects managed at the C-Suite level.
• Facilitate and document decisions during meetings, ensuring follow-up actions are clearly assigned and tracked.

Meeting Support:

• Proactively prepare meeting agendas, schedule meetings, and coordinate follow-ups to align with deadlines and organizational priorities.

Strategic Project Management:

• Manage strategic projects, including facilitating discussions, documenting outcomes, and driving the execution of follow-up tasks.

Administrative Tasks:

• Handle scheduling, travel arrangements, and expense reporting (approximately 10% of the workload).

Desired Skills & Attributes:

• Strong organizational and project management skills with a proven ability to manage multiple priorities effectively.
• Intuitive understanding of priorities and the ability to work independently with minimal supervision.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with SharePoint, Visio, and OrgPlus (nice to have).
• Strong interpersonal and communication skills, with a demonstrated ability to lead coordination efforts seamlessly.
• Proactive problem-solving skills and a balance between asking necessary clarifying questions and taking initiative.

Preferred Experience:

• Background in project management with the capability to handle administrative responsibilities.
• Bachelor’s degree (strongly preferred).
• 1-2 years of relevant experience in project coordination or as an assistant project manager (PMP certification is a plus but not mandatory).
• Previous military experience (considered a plus for structure and discipline).

Key Qualities for Success:

• Proactive and strategic thinker with a natural ability to grasp tasks and priorities quickly.
• Capable of managing and coordinating tasks independently without requiring constant oversight.
• Strong executive presence, high energy, and intuitive understanding of team dynamics and meeting needs.
• Detail-oriented and adept at managing high-level, deadline-driven projects in an organized and professional manner.