Administrative Assistant and Project Coordinator

Position Summary

This role provides critical administrative and project coordination support to Partner(s), Managing Partner(s), and project teams.  The primary focus is to manage calendars, communications, and project-related tasks with precision and initiate, enabling the team to operate efficiently and effectively.  This position requires a high degree of ownership, organization, attention to detail, and discretion.

Key Responsibilities

ADMINISTRATIVE COORDINATION & CALENDAR MANAGEMENT

o    Maintain full control of calendars for Partner(s) and Managing Partner(s) and other team members as assigned, ensuring no conflicts and optimizing scheduling.  Ensuring proactive management with no conflicts.

o    Review and manage email inboxes frequently throughout the day, reducing noise, flagging key messages, and removing spam or unnecessary invites.

o    Plan and coordinate team meetings and other initiatives as requested.

o    Exercise sound judgment when prioritizing requests and evaluating the importance of business needs.

INVOICING & FINANCIAL COORDINATION

o    Support Partner(s), Managing Partner(s), and other team members in billing worksheet reviews; adhere strictly to the invoicing process.

o    Upload and track invoices in Procore in a timely and accurate manner.

o    Track aged accounts receivable weekly and communicate status updates with project managers and leadership.

o    Maintain invoice accuracy with minimal to no past-due invoices.

o    Manage and reconcile monthly credit card statements for Partner(s) and Managing Partner(s).    

PROJECT & TASK MANAGEMENT

o    Track projects using project management software: update statuses, monitor deadlines, and provide weekly reports to the team and leadership. 

o    Coordinate proposal drafts, travel estimations, and scorecard updates according to established processes. 

o    Track and proactively manage continuing education hours, licensing, annual reporting, and Certificates of Authority.  Ensure no lapses in individual or company licenses and reporting. 

COMMUNICATION & DOCUMENTATION

o    Communicate proactively with Partner(s), Managing Partner(s), project managers, other team members, and clients across appropriate channels. 

o    Provide timely updates on changes, especially regarding calendars, proposals, and invoicing.

o    Review and edit documents to ensure accuracy, quality, and clarity before distribution.   

TEAM COLLABORATION & SELF-MANAGEMENT

o    Actively collaborate with the administrative team and support shared goals.

o    Ask clarifying questions and seek feedback to ensure alignment and continuous improvement.

o    Demonstrate consistent quality, attention to detail, and a high level of accountability. 

o    Manage repetitive and high-volume tasks with a focus on stability and reliability. 

o    Performs other related duties as assigned.

 KEY COMPETENCIES

o    Detail-Oriented: High level of accuracy in all work.

o    Initiative and Ownership: Take proactive steps and owns assigned responsibilities.

o    Professional Communication: Clear, courteous, and timely communication with all stakeholders.

o    Time Management: Strong prioritization and ability to manage multiple competing deadlines.

o    Confidentiality: Handles sensitive information with the utmost discretion. 

WE DO NOT ACCEPT APPLICATIONS FROM RECRUITERS OR THIRD-PARTY AGENCIES.

Requirements

Must be authorized to work in the U.S.

Education & Experience

• Associate’s or Bachelor’s degree in business administration, management, communications, or related field preferred.
• 2–4 years of administrative, office management, or project coordination experience (professional services or technical industry a plus).
• Experience supporting multiple stakeholders, managing competing priorities, and maintaining confidentiality.

Skills & Competencies

• Strong organizational and time management skills with the ability to handle multiple projects and deadlines.
• Excellent written and verbal communication skills; professional phone and email etiquette.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., MS Project, Smartsheet, Asana, or similar).
• Strong attention to detail and accuracy in documentation, scheduling, and reporting.
• Ability to coordinate meetings, prepare agendas, and track project action items.