Project Management Administrative Assistant

We are currently recruiting for a sharp, efficient, and enthusiastic Project Management Administrative Assistant, Operations to help us support a very busy Project Management team. The Project Management Administrative Assistant is organized, detail-oriented, and comfortable in a fast-paced, engaging environment.

Responsibilities:

  • Update project management and CRM (client relationship management) tools.
  • Coordinate project activities at project manager’s discretion to ensure the project is on schedule.
  • Provide administrative and logistical support including meeting arrangements and progress tracking.
  • Assist project managers in all administration functions and processes.
  • Facilitate development and stakeholder approval of project documentation.
  • Own monthly project closeout process and bi-weekly follow up with project management team.
  • Review project budgets, calculate and document variance, facilitate closure of sales and purchase orders.
  • Ensure proper set up of project artifacts in NetSuite and CRM software.
  • Work cross functionally with internal teams to build relationships, document processes, and suggest improvements.
  • Maintain confidentiality in all corporate, personnel, personal, and business matters.
  • Advise project management team on adherence to set budgets and goals. 
  • Measure and report on project performance as directed by Manager of Project Management.

Requirements:

  • A minimum of 1-3 years of admin support that demonstrates excellent organizational skills with ability to adapt to changes and be able to handle multiple and competing tasks.
  • Ability to create strong working relationships to understand and anticipate needs, suggest options, and find solutions proactively.
  • Understanding of project closure and general finance processes.
  • Proficiency using PC and MS Office Suite.
  • NetSuite, OpenAir, and CRM software familiarity desired.
  • Excellent communication skills.
  • Solid organization and time-management skills.

Why You Should Work at Captivate: 
Captivate offers a generous FTO (flexible time off) policy, matching 401k, commuter benefits & health insurance programs offered through Cigna. We encourage work-life balance through team building activities, employee outings and celebratory events. Captivate offers a great work environment and provides employees the opportunity to make an impact, through employer gift match programs & volunteer opportunities.

Behind the screens of Captivate are real people. Check out our Employee Spotlight page! 

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