Legacy FM is a leader in healthcare facilities management training, dedicated to delivering top-quality educational programs to professionals in the industry. We are seeking a diligent and organized Executive Assistant/Project Administrator to assist with project work and administrative duties. This part-time role is perfect for someone who is detail-oriented, excels at managing concurrent projects, and is passionate about supporting project teams to achieve their goals. There is opportunity for this position to potentially go full time in the future.

The Executive Assistant/Project Administrator will be responsible for providing executive administrative support to project managers and teams. This role involves coordinating project activities, managing documentation, and ensuring smooth operations of project workflows. The ideal candidate will have strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving.

Key Responsibilities:

• Project Support:
• Assist project leads in planning and executing projects.
• Maintain project schedules, track milestones, and update project plans.
• Coordinate project meetings, including scheduling, preparing agendas, and taking minutes.
• Monitor project progress, perform audits, and provide regular updates to project stakeholders.
• Facilitate communication and collaboration among team members, stakeholders, and vendors.
• Administrative Duties:
• Manage project documentation, including creating, updating, and organizing files.
• Handle administrative tasks such as data entry, filing, and correspondence.
• Prepare reports, presentations, and other project-related documents.
• Assist with budget tracking and expense reporting.
• Coordinate calendars, travel arrangements, catering, and meeting logistics.
• Communication and Coordination:
• Serve as a point of contact for project-related inquiries and communication.
• Liaise with internal teams and external stakeholders to facilitate project activities.
• Ensure effective communication and information flow within project teams.
• Quality Assurance:
• Assist in conducting quality assurance checks on project deliverables.
• Ensure all project activities comply with company standards and procedures.
• Contribute to process improvements and operational excellence.

Education and Experience

• Bachelor’s Degree in Business Administration, Project Management, or a related field is preferred.
• Minimum of 2 years of experience in project administration or a similar role is preferred.
• Experience with ClickUp or other project management software is preferred.
• Familiarity with project management methodologies and tools is a plus.

Required Skills:

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office and Google Suite.
• Ability to handle multiple tasks simultaneously and prioritize.
• Detail-oriented with a high level of accuracy.
• Proactive problem-solving skills and a can-do attitude.