Senior Project Assistant

Your role

• Prepares special reports, analyzes, consolidates data and prepares summaries. Replies to
  inquiries under general direction, selecting relevant information from a variety of sources
  including reports, documents, correspondence, computer systems or other offices.

• Pulls various reports off the project accounting and reporting system for supervisor review.

• Anticipates manager's needs and prepares materials for conferences, trips, appointments and meetings, informing appropriate personnel and bringing to executive's'attention any
  matters requiring his/her consideration.

• Acts as liaison between senior manager and his/her direct reports and interfaces with top
  management and with clients, government officials and prospective clients on supervisor's behalf.

• Maintains manager's calendar, scheduling and coordinating appointments, conferences and travel arrangements, and prioritizing and rescheduling visitors or meetings on own initiative.

• Reviews materials submitted by others for executive's signature to ensure accuracy, appropriateness and conformance with supervisor's style, alerting writers of any problems.

• Composes correspondence which may require some understanding of technical or specialized subject matters, for supervisor's review and signature.

• Follows up with the manager's staff to ensure implementation of meeting commitments or replies to correspondence by deadline date.

• Initiates calls to obtain services, follow up or coordinate actions, to relieve manager of administrative workload.

• Performs word processing of letters, memos and other documents which are often of a confidential nature. May take and transcribe meeting minutes.

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by manager. Screens incoming correspondence and telephone calls, personally responding to routine requests for information and directing those not requiring executive's'attention to proper office or personnel.

• May prepare expense reports, organization charts and Power Point presentations.

• Trains, advises and disseminates information to other administrative support staff on new forms, policies and procedures, and coordinates activities and tasks with personnel at various offices.

• May assist in the preparation of proposals, contracts and presentations.

• Coordinates the efforts of affected programs and performs document review for filing adequacy to obtain correct, complete documents for execution and/or filing with agencies. Works within assigned budget for tasks, keeps track of budgets and alerts
  project manager when extra effort may be required to accomplish tasks.

• Communicates and interacts with internal and external clients in a professional and courteous manner. Provides project manager with frequent, useful updates on project status and budget.

• Maintains organized, updated and available project files, both hardcopy and paperless.

• Supports and advances the paperless filing initiative.

• Creates and maintains efficient, informative project schedules for use by PM and internal/external clients. Parses schedules for most efficient file size.

• Performs such other duties as the Supervisor may from time to time deem necessary.