Project Administrative Assistant

InterAgency Inc.; Washington (District of Columbia); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health, dental, vision benefits

401(k) retirement plan with company-m抢

Job summary

InterAgency Inc. seeks a proactive Project Administrative Coordinator to support the Water Program Management team at the Blue Plains facility in Washington, DC. You will keep daily tasks organized, coordinate meetings, manage records, and assist with client interactions.

Responsibilities include calendar maintenance, minutes, workspace coordination, and preparation of routine reports in Word and Excel. The role requires initiative, strong communication, and detail-oriented multitasking in a

Qualifications

• Associates or Bachelor’s degree in business or related field, or equivalent experience.
• Strong administrative, coordination, and client service skills.
• Proficient Word/Excel formatting, data entry, calendars, and invitations.

Responsibilities

• Provide daily administrative support to program leadership and project teams.
• Schedule meetings, reserve rooms, prepare agendas, and assist with virtual setup.
• Document decisions, track actions, and distribute minutes.
• Coordinate hoteling and shared workspace, and manage routine requests.
• Coordinate team logistics, training, meals, and budget-aligned activities.
• Prepare and proofread reports in Word/Excel; compile team updates.
• Respond professionally to client requests and maintain discretion.
• Identify practical administrative improvements and support program needs.

Skills

Administrative experience

Communication skills

Time management

Team collaboration

Problem solving

Education

Associate or Bachelor’s degree in business administration or related field

Tools

Word

Excel

Outlook

Teams

SharePoint

Job description

InterAgency Inc. is a dynamic and fast-growing infrastructure consultancy specializing in water resources and transit across D.C., Maryland, and Virginia. Since 2011, InterAgency has provided facility design, regulatory coordination, NEPA and Clean Water Act permitting, and program management services on some of the region’s largest public works programs. Our team has a vital role in shaping the multibillion-dollar deep tunnel programs, biosolids facility upgrades, coastal seawalls, and critical transportation initiatives that will define the future of our region.

Position Summary

InterAgency seeks a resourceful and dependable Project Administrative Coordinator to support the Water Program Management team working with DC Water. This position keeps daily administrative activities organized, coordinates meetings and shared workspace needs, maintains accurate records, and helps the team follow through on commitments. Success requires initiative, sound judgment, strong communication, and a professional approach to daily client interactions.

Key Responsibilities

• Program Support: Provide daily administrative support to program leadership and project teams; maintain calendars, contact lists, and routine status trackers.
• Meeting Coordination: Schedule meetings, reserve conference rooms, prepare agendas and materials, and assist with virtual meeting setup.
• Minutes and Follow Through: Document decisions, action owners, and due dates; distribute reviewed minutes, follow up on requests, and flag unresolved items.
• Workspace Coordination: Coordinate hoteling and shared workspace arrangements, maintain workspace readiness, and route routine office or technology requests.
• Team Logistics and Training Coordination: Coordinate lunch and lean events, and training sessions as well as team meetings. Include scheduling, attendance tracking, materials, catering and room or virtual meeting setup within approved budgets and procedures.
• Document and Report Support: Prepare, proofread, and format correspondence and routine reports in Word and Excel; compile team updates and check information for accuracy.
• Client Service: Respond professionally to all requests; communicate status, handle sensitive information discreetly, and elevate concerns.
• Process Improvement: Anticipate routine needs, recommend practical administrative improvements, and perform related program support duties as assigned.

Required Qualifications

• Associate or bachelor's degree in business administration, communications, or a related field, or equivalent relevant experience.
• Demonstrated administrative, coordination, customer service, or comparable transferable skills.
• Proficiency in Word and Excel, including document formatting, data entry, sorting, filtering, and basic formulas; ability to manage calendars and invitations in Outlook or comparable tools.
• Strong written and verbal communication, accurate meeting notes, attention to detail, and professional client service.
• Ability to prioritize assignments, meet deadlines, maintain accurate records, exercise discretion, and follow tasks through to completion.
• Ability to work independently on routine assignments, ask timely questions, collaborate with a multidisciplinary team, and meet the stated onsite schedule.

Preferred Qualifications

• Minimum 5 years of administrative or project support experience in a professional services, engineering, construction, infrastructure, utility, or public agency environment.
• Prior experience supporting DC Water, HDR, or another water or wastewater organization.
• Experience with Microsoft Teams, SharePoint, shared workspace reservations, or electronic document management systems.

Employment Conditions

• Full-time position based at the Blue Plains facility in Washington, DC.
• Monday through Thursday onsite; Friday remote, subject to client requirements.

Compensation

• $60,000 to $80,000, depending on relevant skills, experience, and qualifications.
• Medical, dental, and vision coverage, plus life and disability insurance.
• 401(k) retirement plan with a Safe Harbor employer match.
• Up to 20 days of paid time off annually, prorated during your first year, plus paid holidays and paid leave benefits.
• Flexible spending accounts.
• Eligibility for bonuses and profit sharing.

Work Authorization

Applicants must be legally authorized to work in the United States. InterAgency, Inc. cannot provide employment visa sponsorship now or in the future for this position.

InterAgency Inc. is an equal opportunity employer. We welcome qualified applicants and make employment decisions without regard to race, religion, color, gender, age, national origin, disability, genetic information, veteran status, marital status, gender identity or expression, sexual orientation, or any other status protected by applicable law.