Lead Project Assistant

Exyte GmbH; Leixlip; On-site; EUR 42,000 - 68,000; Full time

Job summary

Exyte is seeking a Lead Project Administrator to coordinate day-to-day administrative activities on a live construction project. The role provides high-level support to the project leadership team and ensures accurate management of information, documents, meetings and site-office activities.

Based in Finland, the role requires experience in project administration within construction or engineering contexts and strong MS Office and SharePoint skills.

Qualifications

• Certificate or qualification in Business Administration, Office Administration, Project Administration or a related discipline is desirable.
• Previous experience in a senior project administration, lead administration or similar project-support role.
• Experience working within a construction, engineering or project-based environment is preferred.
• Strong working knowledge of Microsoft Outlook, PowerPoint, Word and Excel.
• Experience using SharePoint, document management systems and other project platforms.
• Excellent minute-taking skills, with the ability to accurately capture decisions, actions and deadlines.
• Strong experience maintaining project trackers, action logs, reports and administrative records.
• Ability to coordinate and prioritise administrative activities in a busy live construction environment.
• Strong attention to detail and an accurate, organised approach to work.
• Ability to take ownership of tasks and work independently with minimal supervision.
• Excellent communication and stakeholder-management skills.
• Confidence engaging with senior project leaders, site teams, subcontractors and external stakeholders.
• Ability to manage competing priorities and work effectively under pressure.
• Strong understanding of confidentiality, document control and accurate record-keeping.
• Awareness of construction-site access, safety and security requirements.
• Ability to improve administrative processes and promote consistent ways of working across the project.

Responsibilities

• Lead the delivery of administrative support across the live construction project.
• Act as the primary administrative point of contact for the project leadership and wider site team.
• Coordinate and support daily project, construction and site-management meetings.
• Prepare meeting agendas, presentations, reports and supporting documentation.
• Take accurate meeting minutes, clearly recording decisions, actions and owners and deadlines.
• Distribute meeting minutes promptly and follow up with action owners to support timely completion.
• Manage project calendars, key dates, meeting schedules and recurring project activities.
• Maintain project trackers, action logs, contact lists, distribution lists and organisation charts.
• Compile and distribute regular project reports, progress updates, dashboards and presentations.
• Support the Project Director and senior project team with correspondence, reporting and general project administration.
• Coordinate the use of the project Document Management System, including SharePoint and relevant internal systems.
• Ensure project documentation is correctly filed, current, appropriately controlled and accessible to authorised team members.

Skills

Microsoft Outlook

PowerPoint

Word

Excel

SharePoint

Document management

Education

Business Administration certificate

Tools

SharePoint

Document management systems

Job description

Discover your exciting role

To lead and coordinate the day-to-day administrative activities of a live construction project. The Lead Project Administrator will provide high-level support to the project leadership team, oversee project administration processes and ensure that project information, documentation, meetings and site-office activities are managed accurately and efficiently.

This Role is based in Finland.

About Our Data Centers (DTC) Division
Exyte delivers comprehensive data center services from design to construction, ensuring efficiency and reliability. With our integrated project delivery approach, we have successfully executed numerous projects worldwide, including advanced intelligence data centers, hyperscale data centers, colocation and cloud-computing data centers using traditional construction as well as modular construction techniques.

Explore your tasks and responsibilities

Lead the delivery of administrative support across the live construction project.

Act as the primary administrative point of contact for the project leadership and wider site team.

Coordinate and support daily project, construction and site-management meetings.

Prepare meeting agendas, presentations, reports and supporting documentation.

Take accurate meeting minutes, clearly recording decisions, actions, owners and agreed deadlines.

Distribute meeting minutes promptly and follow up with action owners to support timely completion.

Manage project calendars, key dates, meeting schedules and recurring project activities.

Maintain project trackers, action logs, contact lists, distribution lists and organisation charts.

Compile and distribute regular project reports, progress updates, dashboards and presentations.

Support the Project Director and senior project team with correspondence, reporting and general project administration.

Coordinate the use of the project Document Management System, including SharePoint and relevant internal systems.

Ensure project documentation is correctly filed, current, appropriately controlled and accessible to authorised team members.

Show your expertise

Certificate or qualification in Business Administration, Office Administration, Project Administration or a related discipline is desirable.

Previous experience in a senior project administration, lead administration or similar project-support role.

Experience working within a construction, engineering or project-based environment is preferred.

Strong working knowledge of Microsoft Outlook, PowerPoint, Word and Excel.

Experience using SharePoint, document management systems and other project platforms.Excellent minute-taking skills, with the ability to accurately capture decisions, actions and deadlines.

Strong experience maintaining project trackers, action logs, reports and administrative records.

Ability to coordinate and prioritise administrative activities in a busy live construction environment.

Strong attention to detail and an accurate, organised approach to work.

Ability to take ownership of tasks and work independently with minimal supervision.

Excellent communication and stakeholder-management skills.

Confidence engaging with senior project leaders, site teams, subcontractors and external stakeholders.

Ability to manage competing priorities and work effectively under pressure.

Strong understanding of confidentiality, document control and accurate record-keeping.

Awareness of construction-site access, safety and security requirements.

Ability to improve administrative processes and promote consistent ways of working across the project.