Administrative Assistant III

Motion Recruitment; Indianapolis (IN); On-site; USD 80,000 - 100,000; Full time

Job summary

Motion Recruitment in Indianapolis, IN is seeking a skilled Assistant/Project Coordinator for a 36-month assignment with potential extension or FTE. The role provides leadership support for the Wave Lead and teams, handling administration, meetings, calendars, and documentation to keep programs on track.

You will collaborate on projects, manage change control, drive status reporting, and help translate strategic goals into actionable plans while coordinating multiple information streams in a

Qualifications

• Associate or Bachelor’s degree required; Bachelor’s preferred.
• 5–7 years of experience in an Assistant role or similar.
• Experience with project-management approaches, tools, and lifecycle phases, including Agile.
• Strong knowledge and experience using Google Suite.
• Experience with collaboration tools and working in virtual teams.
• Ability to organize, coordinate, and integrate multiple streams of information and activities.

Responsibilities

• Act as project lead or team member on organizational and group projects.
• Contribute to project conception, implementation, and monitoring of results.
• Execute Change Control processes for areas of responsibility.
• Drive reporting activities and provide accurate status updates and reporting.
• Manage project templates and documentation.

Skills

Assistant role experience

Project management

Agile

Google Suite

Collaboration tools

Virtual teams

Information coordination

Education

Associate degree or Bachelor's degree

Bachelor's degree preferred

Tools

Google Suite

Collaboration tools

Project management tools

Job description

DURATION: 36 months with possible ext. or FTE

JOB DESCRIPTION:

• Provide comprehensive, proactive, and professional assistance, leadership, and guidance for organizational activities for the Wave Lead and, as applicable, Lead Team members.
• Assist with administrative activities such as travel, expenses, meetings, and calendars.
• As requested, drive leadership meetings, plan the agenda, and support the team in timely, well-informed decision‑making.
• Provide guidance, operationalize and monitor the execution of work, and constantly connect the delivery organization.
• Ensure any additional templates and documentation management are in place to support the Wave Lead.
• Support activities for the wave and functional teams to meet established milestones.
• Prepare and execute a wrap‑up of meetings with internal and external stakeholders, including agendas, documentation, and action‑item tracking.
• Independently manage events for the manager or team, such as events and internal and external workshops.

Project Management:

• Actively collaborate in organizational and group projects as project lead or project member.
• Participate in project conception and implementation, as well as monitor results.
• Execute the Change Control Process for the respective areas of responsibility.
• Drive reporting activities and provide accurate status updates and reporting.
• Be accountable for implementation and management of status and progress reporting.
• Manage project templates and documentation.

Strategic Support:

• Pick up on current strategically important topics and implement them in your own area of responsibility.
• Actively contribute to, drive, and implement Company's goals, vision, and strategy.
• Independently carry impulses into the management group, such as tools and working methods.
• Support projects, as identified, to support the successful delivery of the program.
• Be a mood barometer from the manager to the area and from the area to the manager to create understanding for each other, promote cooperation, and increase LT effectiveness and cohesiveness.

REQUIREMENTS:

• Hold an Associate or Bachelor's degree in related fields. A Bachelor's degree is preferred.
• Have 5-7 years of experience in an Assistant role or comparable activity.
• Have experience with project-management approaches, tools, and phases of the project lifecycle, including Agile.
• Possess strong knowledge and experience using Google Suite.
• Have experience with collaboration tools and working in virtual teams.
• Demonstrate the ability to successfully organize, coordinate, and integrate multiple streams of information and activities.