Senior Administrative Assistant
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Job Description
Sr Administrative Assistant supporting MATRIX capital construction projects and corporate PMO. Coordinating documentation, meetings, reporting, procurement records, and project controls.
Responsibilities:
- Provide administrative and coordination support to project managers, project-controls personnel, and the corporate PMO.
- Organize and maintain project files, correspondence, reports, meeting records, contracts, purchase orders, invoices, change documentation, and other project records.
- Maintain project document-control practices, including file naming, version control, distribution, review status, and retention.
- Schedule project meetings and coordinate invitations, agendas, presentation materials, meeting logistics, and required attendees.
- Attend project meetings, prepare accurate meeting minutes, document decisions, and distribute meeting records promptly.
- Maintain action-item, decision, issue, and deliverable logs and follow up with responsible parties regarding upcoming or overdue commitments.
- Assist with weekly and monthly project reports, dashboards, status summaries, and executive presentations.
- Collect project updates from engineering, procurement, construction, contractors, vendors, and other stakeholders.
- Support monitoring of 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 and maintain requisition, purchase order, contract, invoice, and vendor-tracking logs.
- Coordinate invoice routing, review, coding, approval, and status follow-up.
- Maintain project change logs and supporting documentation.
- Support risk and issue management by maintaining registers and following up on mitigation actions.
- Track project staffing, onboarding, access, training, travel, equipment, and mobilization requirements.
- Coordinate preparation, review, approval, and distribution of project documents and deliverables.
- Assist with onboarding contractors, consultants, and project team members.
- Maintain stakeholder, contractor, vendor, and project-team contact information.
- Ensure project documentation and records are complete, accurate, current, and audit-ready.
- Support project closeout and archiving of project records.
- Identify administrative or process gaps and recommend improvements to PMO procedures, templates, and workflows.
- Handle confidential project, commercial, personnel, and financial information appropriately.
Requirements:
- Experience providing administrative or project-coordination support within a project-based environment.
- Strong organizational skills and demonstrated attention to detail.
- Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously.
- Experience maintaining project documentation, meeting minutes, action logs, reports, and electronic filing systems.
- Ability to prepare clear, accurate, and professional written communications and meeting records.
- Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or comparable business applications.
- Ability to learn and effectively use project-management, document-control, procurement, and financial systems.
- Strong interpersonal and communication skills with the ability to work effectively across multiple departments and organizational levels.
- Ability to work independently, anticipate project-team needs, and follow assignments through completion.
- Ability to handle sensitive and confidential information with discretion.
- Experience developing and analyzing earned value metrics and performance indicators.
- Clear, concise, and effective fluency in the English language is essential.
- Preferred: Experience supporting major capital, construction, engineering, or manufacturing projects.
- Preferred: Experience working within a corporate PMO or supporting multiple projects.
- Preferred: Familiarity with Oracle Primavera Cloud or comparable project-management software.
- Preferred: Experience 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 supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial projects.
- Preferred: Familiarity with document-control standards and construction project documentation.
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