Project Assistant

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The Project Assistant is responsible for providing support to the Special Projects team to ensure successful project delivery.  They work on project logistics and communication to ensure positive and timely results. As part of the Essential Functions for this role, the Project Assistant:

· Manages and responds to Special Projects requests in Help Desk Ticketing System

· Creates meeting agendas and records minutes for meetings as requested. Assists with scheduling internal and external Special Projects meetings as requested

· Prepares and submits invoices and contracts both internally and externally as requested

· Assists with project communication plan and updates to working groups and all staff as requested

· Coordinates and schedules vendor appointments and meetings

· Assists with and/or leads vendor walkthroughs

· Informs departments of deliveries

· Picks up samples from vendors as requested

· Manages vendor delivery setup and installs

· Coordinates FF&E (Furniture, Fixtures & Equipment) as requested

· Completes building permit and public review board applications

· Manages site inspections of site progress updates and final clean completion

· Stages finished construction projects as requested

· Works collaboratively with the project team to maximize productivity

Qualified Candidate will have Associate’s degree and one (1) year of experience working in project assistant or support role or an equivalent combination of education and experience. Candidate must be able to communicate clearly and professionally in writing and verbally (in person and via phone), have accurate typing and editing/proofreading skills, and proficiency with MS Office software (Outlook, Word and Excel). Candidate must demonstrate excellent organizational and time management skills, sound judgment in decision-making, keen attention to detail, and be able to work independently. Ability to multitask and attention to detail very important. Sensitivity to HIV/AIDS and lifestyle issues is essential.

Job Type: Full-time

Required education: Associate

Required experience: Experience working in project assistant or support role (1 year)

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