Project Assistant

We are looking for a detail-oriented Project Assistant to support a busy team in Costa Mesa, California within the defense manufacturing industry. This contract opportunity with permanent potential is well suited for someone who thrives in a fast-moving environment and enjoys keeping projects, schedules, and daily operations organized. The role will partner closely with stakeholders to coordinate administrative and project-related activities while adapting to evolving team priorities.

Responsibilities:

• Coordinate calendars, schedule meetings, and organize conference room arrangements to support daily team operations.
• Maintain project rosters, track updates, and keep records accurate and accessible for internal stakeholders.
• Assist with timeline management by monitoring deadlines, following up on action items, and helping teams stay on schedule.
• Provide administrative and project coordination support across multiple assignments in a fast-paced environment.
• Prepare, scan, organize, and distribute project documentation using Microsoft Office and internal business systems.
• Support scheduling and coordination activities related to project execution, including master schedule updates where needed.
• Communicate with team members and partners to ensure meetings, materials, and project logistics are aligned.
• Contribute to evolving processes and tools as the team grows and operational needs expand.
• At least 3 years of experience in project coordination, administrative support, executive assistance, or a related function.
• Proven ability to manage multiple priorities effectively in a fast-paced work environment.
• Strong organizational skills with experience handling calendars, schedules, and coordination tasks with accuracy.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Experience supporting project timelines, tracking deliverables, and maintaining organized documentation.
• Comfortable learning new internal tools quickly; familiarity with Airtable is a plus.
• Clear written and verbal communication skills with a detail-oriented and collaborative approach.