Project Administrative Assistant Resume Sample

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Zaria Ebert
21004 Salma Cliff,  Boston, MA
+1 (555) 403 5848

Work Experience


Senior Project Administrative Assistant
01/2017 - PRESENT
Phoenix, AZ
  • Acts as resource to team members on Delegation of Authority policy and
  • Career Gap Analysis
  • Demonstrate commitment to an Injury-Free Environment and Skanska Safety
  • Maintains project specific filing systems
  • Supporting Project Lead
  • Providing quality self-check of documents produced
  • Relevant experience required
  • Microsoft Office including: Word, Excel, Outlook and Power Point required
  • Provides full clerical support to a team of Project Managers and Engineers
Project Administrative Assistant
03/2010 - 09/2016
San Francisco, CA
  • Follow-up for project director on all aspects of project deadlines
  • Provide administrative support by collecting data, sorting, filing, updating & sending out project files to key project team members & stakeholders
  • Records and tracks all project to-do items, follows up to completion as directed by Project Director
  • Coordinate travel, logistics and catering for all meetings, presentations, seminars and trainings
  • Attend project meetings and track action items and follow-up tasks; assign or coordinate completion as needed
  • Tracks project deliverables and ensures reminders, follow-up and completion occurs
  • Prepare large transmittals of drawing packages
Project Administrative Assistant
02/2004 - 01/2010
Detroit, MI
  • Reads and routes incoming mail, distributes reports and screens telephone calls
  • Coordinates activities and tasks with other personnel at various departments and/or company offices
  • Sets up and maintains files of documents and correspondence
  • Makes travel and meeting arrangements, and assembles required material for meetings and conferences
  • Makes photocopies and sends or receives e-mails, fax transmissions and other electronic communications
  • Updates and disseminates various internal reports requiring follow-up, as instructed
  • Assists with designated clerical tasks related to unit activities

Education


University of Sioux Falls
1998 - 2003
Engineer's Degree in Business Administration

Professional Skills


  • Good command of English grammar and spelling. Good organizational skills. Typing skills. Intermediate knowledge of MS Word, Outlook and Excel
  • Excellent organizational and time management skills to respond to changing priorities and handling multiple tasks
  • Detail oriented, with excellent problem solving skills, meticulous, upbeat, adept at succeeding in rapidly changing environment
  • Excellent organizational, detail and multi-tasking skills; with the ability to be flexible as needed
  • Execute good customer service skills, with the ability to communicate effectively via telephone and e-mail
  • Excellent interpersonal skills and ability to work in a team-oriented, fast-paced working environment
  • Strong interpersonal and communication skills - verbal, written, and presentation

How to write Project Administrative Assistant Resume

Project Administrative Assistant role is responsible for software, computer, microsoft, organizational, advanced, administrative, typing, basic, reporting, training.
To write great resume for project administrative assistant job, your resume must include:

  • Your contact information
  • Work experience
  • Education
  • Skill listing

Contact Information For Project Administrative Assistant Resume

The section contact information is important in your project administrative assistant resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:

  • First and last name
  • Email
  • Telephone number

Work Experience in Your Project Administrative Assistant Resume

The section work experience is an essential part of your project administrative assistant resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous project administrative assistant responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular project administrative assistant position you're applying to. The work experience section should be the detailed summary of your latest 3 or 4 positions.

Representative Project Administrative Assistant resume experience can include:

  • Writing skills including editing, content development and publishing are considered an asset
  • Increasingly responsible technical or administrative support experience or an equivalent combination of training and experience
  • Proficiency in grammar, articulate speech and accuracy in typing and computer skills required
  • Superior organization skills and dedication to completing projects in a timely manner
  • Advanced MS Office skills (Word, Excel, Outlook, PowerPoint) required
  • Applies subject-matter expertise and analytical skills to evaluate process change impacts from operational perspective

Education on a Project Administrative Assistant Resume

Make sure to make education a priority on your project administrative assistant resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your project administrative assistant experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.

Additional details to include:

  • School you graduated from
  • Major/ minor
  • Year of graduation
  • Location of school

These are the four additional pieces of information you should mention when listing your education on your resume.

Professional Skills in Project Administrative Assistant Resume

When listing skills on your project administrative assistant resume, remember always to be honest about your level of ability. Include the Skills section after experience.

Present the most important skills in your resume, there's a list of typical project administrative assistant skills:

  • Deliver effectively with good follow-up skills
  • Good computer skills, including high typing speed and knowledge of Microsoft Office, including basic formulas, pivot, and vlookup in Excel
  • Use effective customer service skills and etiquette
  • Good communication skills both verbally and written communications
  • Effective communication skills both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company
  • Able to operate effectively within a virtual cross-cultural team

List of Typical Experience For a Project Administrative Assistant Resume

1

Experience For Senior Project Administrative Assistant Resume

  • Proven positive and professional attitude and strong customer service skills, with an ability to work with strong personalities
  • Strong verbal and written communication skills with those of diverse organizational levels and backgrounds
  • Effectively and accurately communicate relevant project information to the project team
  • Good initiative, strong attention to detail
  • Communicate effectively via email in a business environment
2

Experience For Project Administrative Assistant Resume

  • Deal effectively with stressful situations required
  • Time management and organizational skills is required
  • Advanced oral and written communication skills is required
  • Demonstrates leadership in positive customer experience management
  • Proficiency in grammar, articulate speech and accuracy in typing and computer skills requires
  • Experience writing meeting minutes and editing / formatting documents
  • Experience writing meeting minutes and editing atting documents
  • Strong decision making ability required
  • Prepare and distribute agendas, notes, power point slides and other material needed prior to meetings, record, type up and distribute meeting minutes
3

Experience For Senior Project Administrative Assistant Resume

  • A/E/D industry experience is a plust
  • General administrative or equivalent experience
  • Excellent knowledge MS Office products – Outlook, Word, Excel, PowerPoint
  • Receives and prioritizes requests in conjunction with the project PM
  • Maintain project experience history and CV updates for the team
4

Experience For Project Administrative Assistant Resume

  • Professional work experience with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, SharePoint and Access) is required
  • Previous experience employment within an engineering, architectural, or construction company with similar job responsibilities is required
  • Review memos for grammar and punctuation prior to posting to EDF
  • Professional work experience with Microsoft Office Suite is required
  • Strong administrative and business operations knowledge required
  • Providing general administrative support to the construction management team - preparing slides, meeting minutes and assisting in the preparation of reports
5

Experience For Senior Project Administrative Assistant Resume

  • Assisting the project team with drafting and issuing correspondence, and supporting staff with the use of a web-based document management systems
  • Tracking Invoices and payments and coordinating/notifying other project support personnel
  • Creating electronic file structure and scan/filing of documents to maintain project record
  • Accounting, customer service, payroll, contracts, insurance, and daily reports
  • Responsible for partaking in training courses for new systems and implementing and passing on training to other department staff members
  • Create and maintain electronic and paper filing systems for correspondence, invoices, timesheets and other communications both incoming and outgoing
  • Support Sourcing with creating purchase requisitions from Bill of Materials (BOM's)
  • Perform and maintain daily documentation, filing and typing
  • Prepare reports including; timesheets, inventory, compliance cost tracking
6

Experience For Project Administrative Assistant Resume

  • Produce standard, basic proposals, including generation of letters and fees, using the company internal Style Guide
  • Provide support to Operations Supervisor including running production meetings in his absence
  • Assist project team, engineering and technical staff as required
  • Generate and distribute meeting minutes
  • Control Office mail & distribution, Handling FedEx / UPS deliveries
  • Copy docs / creating binders
  • Maintain appointment schedules, calendars and arrange meetings. Prepare daily packages – schedules, relative meeting material, etc
7

Experience For Senior Project Administrative Assistant Resume

  • Coordinate communications to and from Executive(s), including phone calls and
  • File and maintain written records along with creating electronic copies for records
  • Record and update meeting minutes for the various site meetings
  • Support Superintendent with equipment inventory tracking and organization
  • Log all applicants into the Craft Applicant Tracking Spreadsheet
8

Experience For Project Administrative Assistant Resume

  • Performs QC/QA on reports to include technical, grammatical and formatting
  • Technical Writing and Research related to the client’s projects
  • Expedite Purchase Orders and update expediting report
  • Setup bid meeting requests
  • Update individual cost reports once purchase order is placed and save a copy of the PO in the project folder under purchasing
  • Setup Vendors for purchasing
  • Document review using Microsoft Office (mostly Word, Excel) and Adobe reader
  • Compile tracked energy efficiency program performance metrics into briefing documents
  • Interested in environmentally based consulting firm
9

Experience For Senior Project Administrative Assistant Resume

  • Prepare and review expense reports ensuring accuracy and compliance to corporate and project policies, procedures and Code of Ethics
  • Perform verification tasks as assigned by Project Controls and Accounting
  • Maintains field office records; filing format, collate and digitize
  • Maintain project records, keeping track of updates and changes
  • Order, track and digitizing all plans and files
  • Comprehensive knowledge of construction project accounting
  • Assistance with preparation and tracking of invoices
  • The Administrative Assistant assists with scheduling of meetings for staff members
10

Experience For Project Administrative Assistant Resume

  • Generate, or compile, and prepare weekly and monthly reports using various computer software programs
  • Includes providing workload and backup assistance to operations management
  • Coordinate meetings, lunches, seminars, travel and conferences including all logistical arrangements, attendance controls and related follow-ups
  • Participate in weekly production meetings and produce meeting minutes
  • Write business correspondence and generate project proposals using standard formats and supplied data
  • Responsible for the setup and cleanup of meeting facilities utilized by Project Manager and/or Project Team
  • Assemble data books or operating manuals as necessary
  • Directly communicates with process owners/stakeholders regarding related tasks and operational updates

List of Typical Skills For a Project Administrative Assistant Resume

1

Skills For Senior Project Administrative Assistant Resume

  • Organizational skills ………… managing communication, document control, meeting logistics, arranging travels
  • People skills ………….. customer interface, taking meeting minutes, follow-up of meeting actions
  • Analytical skills and willingness to learn new IT tools and techniques
  • Demonstrate ability to build strong relationships with team members at all levels and external clients
  • Proficiency in Microsoft Office Suite with advanced Word, Excel, PowerPoint skills
  • Demonstrated ability to organize and prioritize multiple projects and tasks efficiently and simultaneously with minimal supervision
  • Operate computer and word processing, spreadsheet and construction database software and other standard office equipment
  • Three years administrative experience, preferably supporting a large number of team members
2

Skills For Project Administrative Assistant Resume

  • Previous work experience in an engineering environment would be an asset
  • Experience in engineering related support field
  • Validate and prepare expense reports ensuring accuracy and compliance to corporate and project policies, procedures, Code of Ethics and assignment conditions
  • Relevant experience as an Administration Assistant preferably within an Engineering/Architectural firm
  • Experience working with SharePoint would be considered an asset
  • Experience​ in an administration role, preferably training administration
3

Skills For Senior Project Administrative Assistant Resume

  • Consolidate reports from different team members to facilitate management reporting by Project Director
  • Organize work, set priorities and exercise sound independent judgment within areas of responsibility
  • Experience in a corporate environment
  • Windows environment experience; proficient in Microsoft Word and Excel required
  • Two (2) years of administrative experience required
  • Related administrative experience
  • Technologically proficient with strong knowledge and capability in the use of MS Office / Office365
4

Skills For Project Administrative Assistant Resume

  • Good communicator (both oral and written) with a commitment to thrive in a proactive organization where client service is paramount
  • Perform clerical tasks and operate basic office equipment
  • Professional work experience with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, SharePoint and Access) is required
  • Demonstrated ability to obtain results with minimal direction
  • Demonstrated ability to work well within team environment as a team member or team leader
  • Typing, formatting, photocopying and emailing documents
  • Managing outside services including cleaning, office supplies, security, and telephone and internet providers
  • Understanding and application of Engineering concepts
5

Skills For Senior Project Administrative Assistant Resume

  • Scheduling customer training
  • Entering and issuing spare part purchase orders in Interal
  • Scheduling any monthly management/marketing/team related meetings
  • Coordinating with the client’s IT department for computer systems and communications, and office equipment support
  • Managing office miscellaneous expenses and petty cash
6

Skills For Project Administrative Assistant Resume

  • Working under pressure to meet deadlines
  • Engineering support role in document control, project admin, or project control
  • Managing the day-to-day operation of the construction manager’s temporary facilities (e.g. offices, kitchen, standard office equipment)
  • Office administrative and management practices and procedures, including Authority record keeping, filing and purchasing practices and procedures
  • Perform and maintain daily documentation, filing and typing. Proofread documents for correct formatting, English usage, grammar and spelling
7

Skills For Senior Project Administrative Assistant Resume

  • Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing
  • Support the business line marketing initiatives including coordination of events, sponsorship, advertising, budget tracking, and membership renewals
  • Proficiency in English ………. Listening & reading comprehension and clear, coherent writing
  • Technical writing, editing, and formatting background required
  • Assist with assembling and proof reading of monthly payment applications. Follow-up with obtaining lien waivers and schedule of values from subcontractors
  • Assist in the project opening process, including project file and accounting set-up, and the preparation of project start-up documentation
  • Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation
  • Handle incoming calls and providing general information, forward calls to the appropriate party and take messages as required
  • Vendor invoice coordination, including purchaser review/approval, coding and submission to Finance
8

Skills For Project Administrative Assistant Resume

  • Assist with assembling and proof reading of monthly reports
  • Assist the engineering staff with posting of construction documents
  • Proofread documents for correct formatting, English usage, grammar and spelling
  • Coordinate and perform member on-boarding and off-boarding requests, network access and equipment deployment
  • Assistance with various contract compliance requirements including insurance, subcontractor approvals, monthly reporting
  • Assistance with updating and revising project schedules
  • The Administrative Assistant is responsible for ordering and maintaining inventory of office supplies
  • The Administrative Assistant handles invoicing and paying of bills
9

Skills For Senior Project Administrative Assistant Resume

  • Provide assistance to engineering and testing services projects
  • Interact and track program level billing, reporting and metrics (SPI’s, KPI’s, CPM)
  • Prepare & maintain daily reports for purchasing manager. Verify purchase orders for accuracy. Open and sort incoming mail
  • Assist Project Manager and Project Team with document distribution, scanning, copying, etc
  • Receive certified drawing approval from appropriate engineer, issues certified drawing, and scans into Company specific document management system, Documentum
  • Manage project and program information, including data base and filing
10

Skills For Project Administrative Assistant Resume

  • Manage training feedback forms for each training and send out reports
  • Start working soon after receiving an offer
  • Schedule appointments for various events including organizing meetings, conferences, dinners, etc
  • Computer equipment and advanced uses of word processing, spreadsheet, graphics, database and other software
  • Participates in large process and policy discussions to help the company continually adapt to the changing market, industry standard and innovation
  • Computer proficiency, including extensive knowledge of Microsoft Word, Publisher, PowerPoint and Excel is required

List of Typical Responsibilities For a Project Administrative Assistant Resume

1

Responsibilities For Senior Project Administrative Assistant Resume

  • Experienced in tracking data, V-lookups, spreadsheets and excel
  • Experienced with or ability to quickly learn various document management/ project intranet systems including ProjectWise, Sharepoint, and e-Builder
  • Experience in a similar role within the construction or engineering industry
  • Strong attention to detail and the ability to draft, edit and accurately proofread memos, meeting minutes, technical documents and presentations
  • Working knowledge of SharePoint, TRAK, SNC-Lavalin PM+ Administration and/or Document Control modules would be considered an asset
  • General office support including answering phones and running errands such as dropping off lab samples and delivering proposals and reports
  • Capable of meeting deadlines and managing high volume of Project Manager and engineering staff requests
  • Welcome new project team members by arranging introductory meetings, setting up work stations and functioning as a first point of contact for questions
2

Responsibilities For Project Administrative Assistant Resume

  • Play an important part in planning training schedules with the delivery manager for future classes
  • Schedule meetings, meeting rooms and serve as meeting scribe
  • Process computer data entry into project management software packages like Primavera, for drawing metrics, Change orders, etc
  • Maintain monthly safety meeting records and follow-up on any actions. Participate in workplace inspections as required
  • Cover, support and manage other Assistant’s roles during their vacation and sick days
  • Provide data entry into the Event Management System for the Engineering staff
  • Capture and prepare staff and owner meeting minutes
3

Responsibilities For Senior Project Administrative Assistant Resume

  • Assist in planning and implementation of project activities in accordance with the work plan
  • Prepare inputs to implementation processes such as recruitment of experts, procurement, and contracting in line with the applicable rules and regulations
  • Prepare inputs to reports, including summaries and graphs, and inputs to presentations in support of various project activities
  • Project formulation supported by timely and correct preparation of supporting documents
  • Project filing system maintained
  • Provide support to project team members (PM, Superintendent, Engineer, etc) by completing requested tasks
4

Responsibilities For Project Administrative Assistant Resume

  • Proposes and executes corrective/preventive actions aiming process improvement
  • Represent the interests of the Client and WSP's Building Science group throughout the project life-cycle
  • Administration/support of Building Sciences SharePoint portals for the project, proposal and business sites
  • Draft building and development permit applications for review by PM
  • College diploma in Administration or other equivalent training
  • Maintain training records, perform analysis, and prepare improvement plans
  • Schedule and coordinate all classroom training with trainers' schedules, location, date and time, materials, and attendance
  • Knowledge of the training business in general
  • Assist the Project Director with project engagements (meetings, schedules, travel arrangements, meeting reservations/logistics)
5

Responsibilities For Senior Project Administrative Assistant Resume

  • General file organization, including digital file storage/retention
  • Assist with telecommunications monitoring as needed
  • Prepare agendas, action minutes, and arrange meeting facilities
  • Recommend management action to improve standard operating procedures
  • Works fluidly in many types of web based entry and tracking applications
  • Microsoft Office Suite including MS Word, Excel, Powerpoint, MS Project and Bluebeam is required
  • Proficiency in working on the computer in Microsoft Office, Excel, Email and Calendar systems, and Power-Point
  • Assign work assignments and track project progress using spreadsheets or other project software
  • This is a salaried non-exempt position working 40 hours a week
6

Responsibilities For Project Administrative Assistant Resume

  • Proficiency in Microsoft Office suite, including Excel, Email and Calendar systems, and PowerPoint
  • Detail-oriented team player that is comfortable working in a fast-paced office environment
  • Detail oriented and organized, comfortable juggling multiple tasks on specified deadlines
  • The ability to address problems as they arise and to develop solutions for commonly occurring problems
  • Assist in preparing Power Point presentations
  • Financial tracking for projects/programs
  • Develop and file meeting agendas, notes, minutes
7

Responsibilities For Senior Project Administrative Assistant Resume

  • Assist/support with needs for getting contracts developed/executed/closed
  • Employee onboarding coordination with Jacobs’ Human Resource lead for the Northwest
  • Assist in preparing project close-out documents
  • Control / Archive of customer and vendor documents
  • Maintain Lesson learned files
8

Responsibilities For Project Administrative Assistant Resume

  • Support project managers with material control
  • Office Facilities management -request building repairs, interface with building management -support office functions including maintain office equipment and supplies
  • Maintain project issues logs
  • Prepare / Maintain Project hours analyst spreadsheets
  • Maintain Project Documentation on shared server
  • Provide day-to-day support to the Framework Management Team, Project Manager’s &and Highways staff on general queries and issues
  • Communicates managers’ instructions or desires to various individuals and/or departments and initiatives follow-up action
  • Maintain project files in PDMC and PM+
9

Responsibilities For Senior Project Administrative Assistant Resume

  • Coordinate travel arrangements; provide necessary documents (flight itineraries, car/hotel arrangements, meeting itineraries, background/biographies, etc.), obtain Visas
  • Prepare and review expense reports ensuring accuracy and compliance to corporate policies, procedures and Code of Ethics
  • Timesheet administrator. Run weekly timesheet audit reports
  • Maintain and update vacation schedule for salaried employees (both site and office)
  • Receive, sort and log all deliveries into computer database
  • Prepare daily outbound deliveries
  • Prepare materials for design and construction meetings
  • Responsible for procurement of consumable materials and office supplies
10

Responsibilities For Project Administrative Assistant Resume

  • General support for the project team as needed with various day to day tasks
  • Schedule, track and log all repairs and standard maintenance for the work trucks
  • Provide maps and directions to any visitors, subcontractors, deliveries or new employees
  • Proofreads and checks typed and other materials for accuracy, completeness and compliance with Authority and department standards, policies and procedures; ensures materials, reports and documents for signature are accurate and maintains and enters a variety of data in databases and spreadsheets; routes documents for signature
  • Creates, edits and produces project reports and related deliverables
  • Enhances technical project/client documents
  • Develops and enhances project/client presentations

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