Project Administrative Assistant
Contract Length: 6-month contract
Overview
We are seeking a highly organized and detail-oriented Project Administrative Assistant to support a Technical Project Manager (TPM) on a large-scale Capital Expenditure (CAPEX) project. This role blends strong administrative expertise with experience in construction or capital projects, ensuring smooth project coordination, documentation, and governance.
This is a long-term contract opportunity with remote flexibility, ideal for someone who thrives in structured, fast-paced project environments.
Key Responsibilities
- Coordinate and schedule internal/external meetings, including stakeholder alignment and calendar management
- Capture detailed meeting minutes and convert them into actionable logs
- Track action items and decisions, ensuring timely follow-ups and closure
- Maintain and update project documentation (risk registers, change logs, dashboards)
- Support governance activities including project charters and org charts
- Prepare status reports, presentations, and executive-level materials
- Ensure proper document control, versioning, and record management
- Collaborate with cross-functional teams (engineering, procurement, finance, construction)
- Ensure adherence to project management standards and processes
- Provide ad hoc administrative and project support as needed
Required Qualifications
- Administrative experience within construction or capital projects environments
- Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
- Excellent written and verbal communication skills
- Strong organizational and multitasking abilities
- High attention to detail and accuracy
- Ability to work independently in a remote setting
- Proactive mindset with strong problem-solving skills
Preferred Qualifications
- Experience with project management tools, ERP systems, or job cost reporting
- Familiarity with change management and project governance processes
- Experience with meeting minutes and action/decision tracking
- Knowledge of risk management best practices
Key Skills
- Time management & prioritization
- Meeting coordination & documentation
- Document control & versioning
- Reporting & data tracking
- Cross-functional collaboration
- Adaptability in remote environments
