Technical Administrative Assistant

This role is integral to the success of complex, high-visibility projects, serving as a key partner to the Senior PM in managing project coordination, financial tracking, documentation, and overall project administration. The ideal candidate thrives in a fast-paced, deadline-driven environment and anticipates needs, ensuring seamless execution and follow-through across all aspects of the project lifecycle.

This position will require close, day-to-day collaboration with the Senior Project Manager and project team, as well as occasional attendance at public meetings, which may occur in the evening.

Senior Project Manager Support & Project Coordination

• Partner directly with the Senior Project Manager to support execution of a large, complex, multi-year project.
• Track and manage project action items, deliverables, and follow-ups to ensure accountability and progress.
• Coordinate internal and external communications on behalf of the project team.

Financial Tracking & Project Controls

• Support detailed project financial tracking, including budgets, forecasts, and cost monitoring.
• Maintain and update financial logs, invoices, and fee tracking in alignment with project requirements.
• Assist with monthly billing cycles, reporting, and coordination with accounting teams.

Meetings, Documentation & Reporting

• Plan, coordinate, and attend project meetings; prepare agendas, document meeting minutes, and track decisions and action items.
• Maintain organized and accessible records of all project documentation.
• Ensure timely distribution of updates, reports, and key communications.

Project Tracking & Systems Management

• Develop and maintain tracking tools (e.g., Smartsheet, Deltek) to monitor schedules, milestones, and deliverables.
• Proactively identify risks, gaps, and upcoming deadlines, ensuring the Senior PM is informed and prepared.
• Support coordination across multidisciplinary teams and subconsultants.

Public & Stakeholder Engagement Support

• Assist with preparation for public meetings, presentations, and stakeholder communications.
• Attend public meetings as needed (including occasional evenings) to document outcomes and track follow-up actions.

This is a multi-faceted role offering the opportunity to contribute across all aspects of a complex, high-impact initiative. You will play a critical part in supporting a mission-driven project that delivers meaningful outcomes for our clients and communities. Ideal for someone who enjoys variety, ownership, and purpose in their work, this role allows you to be directly involved in driving project success from planning through execution.