Project & Office Assistant

At Motorola Solutions, we believe that everything starts with our people. We’re a global close-knit community, united by the relentless pursuit to help keep people safer everywhere. Our critical communications, video security and command center technologies support public safety agencies and enterprises alike, enabling the coordination that’s critical for safer communities, safer schools, safer hospitals and safer businesses. Connect with a career that matters, and help us build a safer future.

A Project & Office Assistant is a multi-faceted administrative professional who provides high-level support to Seniors and Project personnel and also plays a significant role in managing and coordinating projects within the office environment. This role goes beyond traditional administrative tasks, requiring a strong blend of organizational skills, proactive problem-solving, project management aptitude, and excellent communication.

Core Responsibilities and Duties

Executive Support:

•  Calendar Management: Meticulously managing complex executive calendars, scheduling meetings, appointments, and travel, and anticipating potential conflicts.
• Communication Hub: Acting as a primary point of contact, screening calls and emails, drafting correspondence, and managing information flow.
• Travel Coordination: Arranging domestic and international travel logistics, including flights, accommodation, ground transportation, and itineraries.
•  Expense Management: Preparing and submitting expense reports, tracking budgets, and ensuring compliance.
•  Meeting Preparation: Preparing agendas, compiling briefing materials, taking minutes, and following up on action items.
• Confidentiality: Handling sensitive information with the utmost discretion and maintaining strict confidentiality.

Project Management Support:

• Project Coordination: Assisting in the planning, execution, and monitoring of various projects, from small internal initiatives to larger strategic undertakings.
•  Timeline and Task Tracking: Developing and maintaining project schedules, tracking deadlines, and reminding team members of upcoming tasks.
• Resource Management: Helping to allocate resources (people, budget, equipment) for projects.
•  Communication Facilitation: Organizing project meetings, distributing updates, and ensuring effective communication among stakeholders.
•   Documentation: Creating and maintaining project documentation, reports, and presentations.
•    Problem Solving: Identifying potential roadblocks and proactively seeking solutions to keep projects on track.

Office Management/Administrative Support:

• Office Organization: Maintaining a tidy and efficient office environment.
•  Supply Management: Ordering and maintaining office supplies and equipment.
•  Vendor Relations: Liaising with vendors and service providers.
• Data Management: Organizing and maintaining physical and electronic files.
• Event Planning: Assisting with the planning and execution of company events, meetings, or conferences.

Key Skills and Qualifications:

•  Exceptional Organizational Skills: Ability to manage multiple priorities, tasks, and deadlines simultaneously.
•  Proactive and Resourceful: Anticipates needs, takes initiative, and finds solutions independently.
•  Strong Communication (Written and Verbal): Clear, concise, and professional communication with internal and external stakeholders.
•  Attention to Detail: Meticulous in all tasks, ensuring accuracy and precision.
•  Proficiency in Office Software: Expert user of Microsoft Office & Google Suite and potentially project management software
•  Problem-Solving Abilities: Identifies issues and develops effective solutions.
•  Discretion and Confidentiality: Handles sensitive information with integrity.
•  Adaptability and Flexibility: Thrives in a dynamic environment and adjusts to changing priorities.
•  Interpersonal Skills: Builds rapport and works effectively with diverse personalities.
•  Time Management: Efficiently allocates time and prioritizes tasks.

EEO Statement

Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic. 

We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you’d like to join our team but feel that you don’t quite meet all of the preferred skills, we’d still love to hear why you think you’d be a great addition to our team.