Project Administrative Assistant

JOB SUMMARY We are seeking a detail-oriented Project Administrative Assistant to support a Technical Project Manager (TPM) on a Capital Expenditure (CAPEX) project. This role requires strong administrative capabilities, construction-context experience, and advanced Microsoft Office proficiency. The position will support project governance, documentation, and day-to-day project administration, with some flexible remote work options available. Key Responsibilities • Schedule and coordinate internal and external project meetings, including coordination with stakeholders, room bookings (when applicable), and calendar management. • Take clear, accurate meeting minutes and convert them into structured action and decision logs. • Maintain and track action/decision logs, monitor open items, and follow up to ensure timely closure. • Update and manage project documents, including change management records, risk registers, and project dashboards. • Support the TPM in updating project charters, organizational charts, and related governance documents. • Prepare and distribute status reports, presentations, and briefing materials for project reviews. • Maintain document control with versioning, labeling, and secure storage of records. • Collaborate with cross-functional teams (engineering, procurement, finance, and construction) to gather inputs and ensure alignment. • Ensure adherence to project management standards and organizational policies. • Assist with ad hoc tasks and requests to support the TPM and project team. Required Qualifications • Proven administrative experience in a construction or capital projects environment. • Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems. • Excellent written and verbal communication skills. • Demonstrated ability to manage multiple tasks, prioritize, and meet deadlines. • High attention to detail and strong organizational skills. • Ability to work independently with minimal supervision in a remote setting. • Proactive attitude with problem-solving skills and initiative. Preferred Qualifications • Experience with project management or construction ERP systems or job cost reporting. • Familiarity with change management processes and governance documentation. • Experience taking minutes and producing action/decision log formats. • Knowledge of risk management and project governance best practices. Education: High School or equivalent