We are looking for a highly organized Project Assistant to support a mission-driven non-profit organization. This Long-term Contract position is ideal for someone who excels at coordinating schedules, managing project details, and keeping teams aligned on priorities and deadlines. The role combines administrative support with project coordination, requiring strong communication skills, careful follow-through, and the ability to handle multiple responsibilities in a fast-paced environment.
Responsibilities:
- Coordinate the supervisor’s schedule by arranging appointments, managing calendar changes, and organizing meeting details to ensure efficient daily operations.
- Lead meeting preparation and execution by scheduling sessions, securing spaces or virtual platforms, assembling materials, documenting discussion points, and tracking follow-up actions.
- Draft, format, and distribute communications for internal teams and external partners with a clear and consistent tone.
- Provide logistical support for virtual and in-person events, including room reservations, technology setup, agenda preparation, material distribution, and post-meeting evaluations.
- Maintain organized project and administrative records by updating files, preserving documentation, and staying informed on current activity across assigned initiatives.
- Prepare briefing materials in advance of meetings by gathering background information, building presentation templates, and compiling agendas and reference documents.
- Support on-site coordination for conferences and meetings involving senior stakeholders and volunteer leadership groups.
- Monitor timelines, milestones, and deliverables through project tracking tools, raising concerns early and helping the team stay on schedule.
- Produce regular project updates and status summaries for team members and leadership to promote visibility into progress and next steps.
- Identify opportunities to improve administrative and project workflows, recommending practical changes that strengthen efficiency and support delivery goals.
- Experience providing administrative and project coordination support in an office environment that values attention to detail.
- Demonstrated ability to manage timelines, balance shifting priorities, and keep multiple assignments moving forward at once.
- Strong meeting and event coordination skills, including scheduling, documentation, logistics, and follow-up.
- Proficiency with project management tools and standard office software used for reporting, presentations, and document organization.
- Excellent written and verbal communication skills for working effectively with internal teams and external stakeholders.
- High attention to detail with the ability to maintain accurate records, prepare high-quality materials, and track important deadlines.
- Ability to work independently, exercise sound judgment, and proactively address issues before they affect project progress.
- Background supporting project-based work within non-profit, operations, or related environments is preferred.