Project Administration Assistant

Talentoma; Madison (WI); Remote; USD 45,000 - 62,000; Full time

Benefits offered by this job

Health coverage

Paid leave

Maternity leave

Bonus opportunities

Stipends

Job summary

Talentoma is seeking a Project Administration Assistant to support the project management team by updating task lists, arranging meetings, and preparing status summaries. This desk-based, fully remote role is based in Wisconsin, United States, with a 40-hour weekly commitment and flexible shift times.

You will collaborate with project managers, task owners, and department contacts to keep routine work organized, track milestones in spreadsheets, and circulate meeting notes.

Qualifications

• Clear written and spoken communication for requesting updates, summarizing meetings, and asking questions when information is incomplete.
• Willingness to work a 40-hour weekly schedule with varying shift times.
• Ability to update task boards and track milestones using established tools.

Responsibilities

• Receive project support requests through shared email and task queues.
• Update assigned tasks in monday.com with owners, milestones, progress, and changes.
• Check task updates for missing dates, unclear work, and conflicts before updating.
• Arrange project meetings using Google Calendar and circulate agendas and points.
• Take meeting notes, list decisions, owners, and due dates, and share drafts for review.
• Maintain milestone trackers in Excel and ensure totals and references are correct.
• Request progress updates near checkpoints and follow up on delays.
• Prepare routine status summaries from verified updates highlighting overdue actions and resource issues.
• Support project closure by confirming completed actions and listing remaining handover items.

Skills

Communication

Remote work readiness

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

monday.com

Google Calendar

Microsoft Excel

Job description

Job Title: Project Administration Assistant

Monthly Pay: $4,060 - $5,558 USD per month

Summary:

This role provides project administration support by updating task lists, arranging meetings, and preparing status summaries. Accurate updates help project teams see what is due and what needs attention. The assistant sits in the project management team and works under a project team lead. The role works with project managers, task owners, and department contacts to keep routine work organized. This is a fully remote, desk-based role for someone who will work from home in Wisconsin, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Receive project support requests through shared email and task queues. Check the project name, requested action, due date, and assigned contact before updating tasks.
• Update assigned tasks in a project management tool such as monday.com. Record owners, milestones, progress, and approved date changes using the team template.
• Check task updates against information from task owners. Flag missing dates, unclear assignments, and conflicting information for the project manager before making changes.
• Arrange project meetings using a scheduling and calendar tool such as Google Calendar. Confirm participant availability, circulate agendas, and include relevant discussion points.
• Take meeting notes and list decisions, action owners, and due dates. Share drafts with the meeting organizer for review before sending approved notes.
• Maintain milestone trackers using a spreadsheets and data entry tool such as Microsoft Excel. Apply standard formats and check totals, dates, and task references.
• Request progress updates when agreed checkpoints approach. Follow up on unanswered requests and tell the project manager when delayed responses could affect milestones.
• Prepare routine status summaries from verified updates. Highlight overdue actions, upcoming milestones, and resource availability conflicts for the project manager to address.
• Support project closure by confirming completed actions with task owners. Update task status and prepare a short list of remaining handover items.
• Quality is judged by accurate updates, timely turnaround, complete notes, and consistent follow-up. Apply feedback from the project team lead to recurring tasks.

Qualifications:

• High school diploma or equivalent.
• No experience required; related project administration, office support, or team coordination experience preferred.
• Basic understanding of project phases, milestone tracking, action item tracking, and resource coordination.
• Familiarity with Agile methodologies and waterfall project management is helpful for following different project routines.
• Ability to update task boards, edit spreadsheet trackers, and manage shared calendars using established instructions.
• Clear written and spoken communication for requesting updates, summarizing meetings, and asking questions when information is incomplete.
• A reliable computer, high-speed internet, and a quiet private workspace for focused remote work.
• Availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home in a desk-based project administration role.
• Structured onboarding and training on a project management tool such as monday.com, a scheduling and calendar tool such as Google Calendar, and a spreadsheets and data entry tool such as Microsoft Excel.
• Regular check-ins with the project team lead to review questions, task priorities, and progress.
• Build practical skills in milestone tracking, action item tracking, project lifecycle support, and resource coordination.
• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.