Senior Administrative Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide administrative and coordination assistance to project managers, project controls personnel, and the corporate PMO.

• Organize and preserve project files, correspondence, reports, meeting records, contracts, purchase orders, invoices, change documentation, and other project-related records.

• Maintain project document control practices, which include file naming, version control, distribution, review status, and retention.

• Schedule project meetings and manage invitations, agendas, presentation materials, meeting logistics, and necessary attendees.

• Attend project meetings, prepare precise meeting minutes, document decisions, and promptly distribute meeting records.

• Keep logs for action items, decisions, issues, and deliverables, and follow up with responsible parties regarding upcoming or overdue commitments.

• Assist with the preparation of weekly and monthly project reports, dashboards, status summaries, and executive presentations.

• Gather project updates from engineering, procurement, construction, contractors, vendors, and other stakeholders.

• Aid in monitoring key deliverables, milestones, approvals, and deadlines.

• Enter, update, and maintain project information in Oracle Primavera Cloud and other approved project management systems.

• Support project schedules by coordinating status information and maintaining supporting documentation.

• Assist with procurement and contracting activities, while maintaining requisition, purchase order, contract, invoice, and vendor-tracking logs.

• Coordinate the routing, review, coding, approval, and status follow-up of invoices.

• Maintain project change logs and supporting documentation.

• Assist in risk and issue management by keeping registers and following up on mitigation actions.

• Track project staffing, onboarding, access, training, travel, equipment, and mobilization needs.

• Coordinate the preparation, review, approval, and distribution of project documents and deliverables.

• Assist with the onboarding of contractors, consultants, and project team members.

• Maintain contact information for stakeholders, contractors, vendors, and project team members.

• Ensure project documentation and records are comprehensive, accurate, current, and ready for audits.

• Support project closeout and the archiving of project records.

• Identify administrative or process gaps and suggest enhancements to PMO procedures, templates, and workflows.

• Properly handle sensitive project, commercial, personnel, and financial information.

⛳️ Requirements

• Experience in providing administrative or project coordination support within a project-based setting.

• Strong organizational abilities and a proven attention to detail.

• Capability to manage multiple assignments, deadlines, meetings, and stakeholder requests concurrently.

• Experience in maintaining project documentation, meeting minutes, action logs, reports, and electronic filing systems.

• Ability to produce clear, accurate, and professional written communications and meeting records.

• High proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or similar business applications.

• Ability to learn and effectively utilize project management, document control, procurement, and financial systems.

• Strong interpersonal and communication skills, with the capacity to work effectively across various departments and organizational levels.

• Capability to work independently, anticipate project team needs, and see assignments through to completion.

• Ability to manage sensitive and confidential information with discretion.

• Experience in developing and analyzing earned value metrics and performance indicators.

• Clear, concise, and effective fluency in the English language is essential.

• Preferred: Experience in supporting major capital, construction, engineering, or manufacturing projects.

• Preferred: Experience working within a corporate PMO or assisting multiple projects.

• Preferred: Familiarity with Oracle Primavera Cloud or similar project management software.

• Preferred: Experience in supporting project managers, schedulers, cost analysts, or project controls teams.

• Preferred: Familiarity with procurement, contracting, purchase orders, invoicing, change management, and project closeout.

• Preferred: Experience in supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial projects.

• Preferred: Familiarity with document control standards and construction project documentation.

🏝️ Benefits

• Opportunity to work in a dynamic project-based environment.

• Gain experience and skills in project management and coordination.

• Collaborate with a diverse range of professionals and stakeholders.

• Potential for career advancement within the organization.