Torchora
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Project Assistant

💰 $45,000 - $65,000

Project ManagementAdministrativeOperationsCoordination

🎯 Role Definition

As a Project Assistant, you will be the central support pillar for our dynamic project teams. You are not just an administrator; you are a facilitator, a coordinator, and a key player in the successful delivery of our projects. Your role is to ensure that every aspect of a project's lifecycle—from initiation and planning to execution and closure—runs smoothly. You will handle the critical details, enabling Project Managers to focus on high-level strategy and leadership. This position is perfect for a meticulous and communicative individual who thrives in a collaborative, fast-paced environment and is eager to build a career in project management.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Coordinator or Manager
  • Recent Graduate (Business, Communications, or related field)
  • Team Coordinator

Advancement To:

  • Project Coordinator
  • Associate Project Manager
  • Junior Project Manager
  • Scrum Master

Lateral Moves:

  • Executive Assistant
  • Operations Coordinator
  • Business Analyst

Core Responsibilities

Primary Functions

  • Act as the central point of contact for project-related inquiries, efficiently routing communications and ensuring all stakeholders are informed.
  • Proactively coordinate project management activities, resources, and information to guarantee a seamless workflow from start to finish.
  • Create, manage, and maintain comprehensive project documentation, including project plans, status reports, risk registers, and change logs.
  • Utilize project management software (e.g., Asana, Jira, Smartsheet) to track tasks, monitor project progress against timelines, and update schedules.
  • Assist in the preparation of project proposals, detailed budgets, and compelling presentations for internal and external stakeholders.
  • Schedule, organize, and coordinate all project-related meetings, including sending invitations, preparing agendas, and arranging logistics.
  • Capture and distribute detailed meeting minutes, clearly identifying and tracking action items to ensure timely completion by assigned team members.
  • Liaise effectively between clients, vendors, and internal teams to define project requirements, scope, and objectives with clarity.
  • Monitor project progress meticulously, identify potential issues or delays, and escalate them to the Project Manager for resolution.
  • Prepare and distribute regular, insightful status reports, performance dashboards, and communication updates to the project team.
  • Manage all project-related administrative tasks, including processing purchase orders, tracking invoices, and handling correspondence.
  • Support the Project Manager in guiding the project through its entire lifecycle, from the initial concept phase to final delivery and closure.
  • Conduct initial risk assessments and diligently maintain the project's risk register, flagging potential threats to project success.
  • Facilitate the smooth flow of information and deliverables between different departments, ensuring all team members are aligned with project goals.
  • Assist in quality assurance by reviewing project deliverables to ensure they meet established standards for accuracy and completeness.
  • Coordinate the efficient onboarding of new project team members, ensuring they have the necessary system access, tools, and project-specific information.
  • Help manage and track the project budget by monitoring expenditures, processing expense reports, and reporting on financial status.
  • Break down large project initiatives into smaller, actionable tasks and assist in setting realistic timeframes in collaboration with the project team.
  • Ensure all project-related legal and compliance documents are properly completed, signed, and archived according to company policy.
  • Support procurement activities by researching vendors, obtaining competitive quotes, and preparing purchase requisitions.
  • Gather essential data and stakeholder feedback to contribute to post-project evaluation reports and "lessons learned" documentation.
  • Maintain and organize digital and physical project files, ensuring all documentation is easily accessible and up-to-date.

Secondary Functions

  • Assist in the continuous improvement of project management methodologies, processes, and templates within the organization.
  • Provide ad-hoc administrative support to cross-functional teams to ensure wider business objectives are met.
  • Contribute to a positive and collaborative team culture by participating in team-building and professional development activities.
  • Support the preparation of training materials and user documentation for project deliverables.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Office Suite Mastery: Advanced proficiency in Microsoft Excel (pivot tables, formulas), PowerPoint, Word, and Outlook.
  • Project Management Software: Hands-on experience with tools like Asana, Trello, Jira, Smartsheet, or MS Project.
  • Documentation & Reporting: Skill in creating clear, concise, and professional documents, reports, and presentations.
  • Calendar Management: Expertise in managing complex schedules and coordinating meetings across multiple time zones.
  • Basic Project Management Knowledge: Solid understanding of project management principles, lifecycles, and key terminology (e.g., scope, risk, milestone).
  • Data Entry & Management: High accuracy and efficiency in data entry and maintaining databases or tracking spreadsheets.

Soft Skills

  • Exceptional Organization: The ability to manage multiple tasks, priorities, and deadlines simultaneously without sacrificing quality.
  • Flawless Communication: Superior verbal and written communication skills for clear and effective interaction with all levels of staff and clients.
  • Meticulous Attention to Detail: A sharp eye for detail to ensure accuracy in all documentation, scheduling, and reporting.
  • Proactive Problem-Solving: The foresight to anticipate challenges and the initiative to develop and propose solutions.
  • Adaptability & Flexibility: Ability to thrive and remain effective in a fast-paced, evolving project environment.
  • Strong Interpersonal Skills: A collaborative team player who can build positive working relationships with diverse groups of people.
  • Time Management: Excellent ability to prioritize tasks effectively to meet project milestones and deadlines.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. An Associate's Degree is a strong plus.

Preferred Education:

  • Bachelor's Degree from an accredited university.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Marketing
  • Project Management

Experience Requirements

Typical Experience Range:

  • 1-3 years of demonstrated experience in an administrative, coordination, or project support capacity.

Preferred:

  • Experience working within a structured project-driven environment (e.g., a PMO or a tech company).
  • A certification such as Certified Associate in Project Management (CAPM) is highly advantageous but not required.
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