Project Admin. Assistant

Position Summary

The Project Administrative Assistant provides project coordination, reporting, documentation, and system administration support for the Project Management organization. This position is responsible for maintaining accurate project information, preparing recurring executive and cross-functional reports, monitoring project activities and deadlines, coordinating gate-readiness documentation, and supporting portfolio-level visibility.
The role serves as an important link between Project Managers, Product Managers, cross-functional team members, and leadership by ensuring project information is accurate, current, and presented in a format that enables timely decision-making.
The responsibilities align closely with current project-management objectives around improving ServiceNOW task and schedule visibility, upcoming and past-due task visibility, gate communication, and maintaining high-quality project data.

Responsibilities

* Maintain project and project-task information in ServiceNOW, including task status, timing, ownership, progress, and other required project data.
* Maintain standardized project-management templates, forms, trackers, and supporting documentation.
* Support reporting and data extraction from ServiceNOW for portfolio and leadership reviews.
* Support leadership visibility into project schedules, milestones, risks, dependencies, and upcoming gate activity via HeatMap.

* Maintain gate-review documentation, decisions, action items, owners, and due dates.
* Maintain and update EP Strategy File containing resourced and non-resourced projects.
* Support recurring cross-functional gate touchpoints and ensure required documentation is prepared in advance.
* Create and input data into the monthly Product Development Review presentation deck.
* Prepare past-due and next-two-week task reports that identify upcoming deliverables, overdue activities, responsible owners, project names, due dates, and task status.
* Follow up with task owners regarding completion status, revised dates, blockers, and required updates.
* Escalate unresolved or significantly overdue activities to the appropriate Project Manager.
* All other duties as assigned

Requirements
* Associate or Bachelor degree preferred
* Prior project administration experience
* Work in a team environment
* Ability to sit, stand, and walk.
* Ability to lift and carry objects up to 20 lbs
* Ability to sit for extended periods of time.
* Self-starter, self- motivated
* Proficient with Microsoft Office, with emphasis on Excel
* Communicate clearly
* Problem-solving aptitude
* Understanding of project management, customer, contractor, subcontractor relationships.
* Experience maintaining parts inventory