Assistant Project Manager

Nextica; Nashville (TN); On-site; USD 65,000 - 85,000; Full time

Job summary

Nextica is seeking an organized Project Coordinator to support project managers, maintain schedules, and track milestones. You will coordinate meetings, record minutes, and follow up on action items while ensuring accurate documentation across plans, RAID logs, and dashboards.

You will also assist with stakeholder communication, status reports, and cross-functional coordination, with exposure to Agile ceremonies and vendor interactions.

Qualifications

• Experience in project coordination, project administration, business operations, business analysis, or PMO support.
• Strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments and deadlines.
• Strong attention to detail and follow‑up skills.
• Ability to work with cross‑functional teams and stakeholders.
• Ability to handle confidential information professionally.

Responsibilities

• Support project managers with day-to-day project activities.
• Maintain project schedules, timelines, milestones, and deliverable trackers.
• Coordinate meetings, prepare agendas, record minutes, and track action items.
• Follow up with team members on pending activities and deadlines.
• Track project dependencies and team deliverables.
• Support Agile ceremonies, including stand-ups, sprint planning, and reviews.
• Maintain project plans, status reports, RAID logs, decision logs, and stakeholder lists.
• Collect project updates from team members and workstream leads.
• Prepare project presentations, dashboards, and executive reports.
• Monitor project progress and elevate delays or potential risks.
• Ensure project documentation remains accurate and up to date.
• Coordinate activities across project teams and departments.
• Communicate with stakeholders and track responses.
• Identify communication gaps and unresolved project decisions.
• Support coordination between project managers, vendors, and leadership.
• Document project risks, assumptions, issues, and dependencies.
• Maintain RAID logs and track mitigation plans.
• Monitor outstanding issues and follow up on corrective actions.
• Document changes to project scope, schedules, and deliverables.
• Escalate potential project concerns to project managers.
• Manage project calendars, shared folders, distribution lists, and SharePoint sites.
• Track project onboarding, training, and access requirements.
• Assist with procurement, invoicing, timesheets, and vendor coordination.
• Support project closeout and lessons-learned documentation.

Skills

Project coordination

Time management

Communication

Cross-functional teamwork

Confidentiality

Office suite

Prioritize work

Tools

Jira

Airtable

Microsoft Planner

SharePoint

MS Teams

MS Office

Job description

• Support project managers with day-to-day project activities.
• Maintain project schedules, timelines, milestones, and deliverable trackers.
• Coordinate meetings, prepare agendas, record minutes, and track action items.
• Follow up with team members on pending activities and deadlines.
• Track project dependencies and team deliverables.
• Support Agile ceremonies, including stand-ups, sprint planning, and reviews.

Project Documentation & Reporting

• Maintain project plans, status reports, RAID logs, decision logs, and stakeholder lists.
• Collect project updates from team members and workstream leads.
• Prepare project presentations, dashboards, and executive reports.
• Monitor project progress and elevate delays or potential risks.
• Ensure project documentation remains accurate and up to date.

Stakeholder Coordination

• Coordinate activities across project teams and departments.
• Communicate with stakeholders and track responses.
• Identify communication gaps and unresolved project decisions.
• Support coordination between project managers, vendors, and leadership.
• Document project risks, assumptions, issues, and dependencies.
• Maintain RAID logs and track mitigation plans.
• Monitor outstanding issues and follow up on corrective actions.
• Document changes to project scope, schedules, and deliverables.
• Escalate potential project concerns to project managers.

Administrative Support

• Manage project calendars, shared folders, distribution lists, and SharePoint sites.
• Track project onboarding, training, and access requirements.
• Assist with procurement, invoicing, timesheets, and vendor coordination.
• Support project closeout and lessons-learned documentation.

Required Qualifications

• Experience in project coordination, project administration, business operations, business analysis, or PMO support.
• Strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments and deadlines.
• Strong attention to detail and follow‑up skills.
• Ability to work with cross‑functional teams and stakeholders.
• Ability to handle confidential information professionally.

Technical Skills

Proficiency in the following Microsoft Office applications:

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams
• Microsoft SharePoint

Preferred Qualifications

• Internship, coursework, or professional experience in project management or business operations.
• Familiarity with Agile, Scrum, or other project management methodologies.
• Knowledge of project schedules, milestones, dependencies, risks, and change management.
• Experience with project management tools such as:
• Jira
• Airtable
• Microsoft Planner
• SharePoint
• CAPM, Scrum certification, or other project management training is a plus.

Ideal Candidate Profile

Candidates with experience in the following roles are encouraged to apply: