Project Administrative Assistant

Genesis Technical Staffing, Inc.; Baton Rouge (LA); On-site; USD 52,000 - 78,000; Full time

Job summary

Genesis Technical Staffing, Inc. in Baton Rouge, LA is seeking a Project Administrative Assistant to support project management, documentation, and executive personal assistance on-site at a chemical plant.

The role requires an engineering or plant experience background and involves coordinating timelines, budgets, and communications to ensure accuracy and efficiency across multiple teams. Strong MS Office and PM skills are essential.

Qualifications

• Associates or Bachelor’s degree in business administration, project management, or engineering.
• Experience in project administration or engineering support with strong PM knowledge.
• Proficient in Microsoft Office and project management software; document management systems a plus.

Responsibilities

• Act as primary administrator for projects, managing timelines, budgets, and documentation.
• Maintain organized filing system for project records to improve accessibility.
• Provide high-level administrative assistance to project teams and meetings.
• Develop and enforce standardized procedures for project management and communications.
• Support executive personal assistance tasks and travel coordination.
• Prepare reports, collect data for presentations, and track deliverables.
• Coordinate team meetings and maintain open communication across teams.

Skills

Project administration

Engineering support

Communication skills

Team collaboration

Meeting preparation

Documentation management

Microsoft Office

Education

Associate/Bachelor degree in Business Administration

Project Management degree

Engineering degree

Tools

Project management software

Document management systems

Job description

Job Description

Job Description

** Project Administrative Assistant**

** Location:** Baton Rouge, LA
** Onsite in a Chem Plant- must have engineering or plant experience**

The ideal candidate will provide assistance with limited oversight for project and document management, communications administration, policy development, and support project management teams in meetings and task-related activities, while enhancing the overall quality of our records and communications. Additionally, this role will encompass critical executive personal assistance tasks to ensure smooth organizational operations.

** Key Responsibilities:**
** Project Administration:**

• Act as the primary administrator for projects, managing timelines, budgets, and documentation from initiation to completion.
• Ensure accurate project documentation and maintain an organized filing system for project records, enhancing accessibility and quality of information.
• Support project teams in executing tasks and meeting project milestones, providing high-level administrative assistance as needed.

** Project Engineering Support:**

• Collaborate with project engineering teams to ensure alignment with project goals and methodologies.
• Assist in the preparation and review of project specifications, drawings, and reports to ensure compliance with relevant standards and practices.
• Support engineering teams with administrative tasks to facilitate smoother project execution.
• Procedures Development and Enforcement:
• Develop, implement, and maintain standardized procedures for project management and communications administration.
• Monitor compliance with established policies and procedures, identifying opportunities for enhancement and efficiency.
• Facilitate training sessions for project teams to ensure understanding and adherence to procedures and best practices.

** Executive Personal Assistance:**

• Manage the executive’s calendar, scheduling appointments and coordinating meetings to optimize time management and ensure efficient use of resources.
• Anticipate needs and proactively organize booking for travel, accommodations, and off-site meetings as required.
• Assist in the preparation of reports for senior management, summarizing project updates, performance metrics, and key deliverables.
• Collect, analyze, and compile data for presentations, ensuring high accuracy and clarity in communication.
• Support the regional head in managing project teams by tracking team member assignments, deadlines, and deliverables.
• Facilitate team collaboration by coordinating team meetings and ensuring that agendas are set and action items are tracked.
• Maintain an open line of communication across teams to ensure alignment on project goals and deliverables.
• Communications Administration:
• Manage communications related to project updates, changes, and stakeholder engagement, ensuring clarity and timeliness.

Qualifications:

• Associates or Bachelor’s degree in Business Administration, Project Management, Engineering, or a related field.
• Proven experience in project administration or engineering support, Strong understanding of project management principles and processes, alongside excellent organizational skills.
• Proficient in Microsoft Office Suite and project management software; experience with document management systems is a plus.
• Strong written and verbal communication skills with the ability to convey complex information clearly.
• Ability to work collaboratively in a team environment with limited oversight, managing relationships effectively.
• Support project management teams in preparing for meetings, including agenda creation, minutes documentation, and follow-up on action items. Enhance the overall quality of records and communications, implementing strategies to improve documentation practices within the team.

** Additional Responsibilities:**

• Conduct research and compile data to assist in decision-making processes and project evaluations.
• Assist in the preparation of project proposals and presentations, ensuring messages are clear and aligned with project goals.
• Support the development of project performance metrics and reporting tools for continuous improvement.

Company Description

At Genesis, we love people. Our mission is to be a blessing in all we do while putting people to work. We specialize in partnering with candidates and clients to bring the right people together to accomplish great things.

Genesis Staffing provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Genesis Staffing and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://gtstaffing.com/privacy-policy/