Project Coordination & Administrative Support Specialist

Jobtailor; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

Jobtailor in New York City is seeking an organized Administrative Coordinator to support leadership and project managers with meeting coordination, agendas, notes, and follow-up items. You will help manage calendars, prepare materials, and distribute project communications.

You will maintain project documents and trackers, collect updates, and assist with SharePoint/Teams organization. Strong MS Office skills, attention to detail, and clear communication are essential.

Qualifications

• High school diploma or equivalent is required.
• 2+ years of administrative or project coordination experience.
• Experience scheduling meetings, preparing agendas, and capturing notes.
• Strong attention to detail, organization and follow-through.
• Clear written and verbal communication and willingness to follow up.
• Interest in learning project coordination practices and tools.
• Ability to manage timelines, status updates and shared documents.
• Curiosity, problem-solving mindset and adaptability.
• Proficient with MS Office; experience with Teams, SharePoint, or similar.

Responsibilities

• Assist leadership and project managers with meeting coordination, agenda preparation, notes, follow-up items and distribution of project communications.
• Provide day-to-day administrative and project coordination support to project managers, leaders and team members.
• Schedule and coordinate meetings, maintain calendars, prepare agendas and organize meeting materials.
• Take meeting notes, document decisions and action items, and follow up with owners on due dates and updates.
• Maintain basic project documents and trackers, including action logs, meeting notes, contact lists, status inputs and shared project files.
• Help collect project updates, organize information and prepare simple status reports or summaries for review.
• Support project team communication by sending reminders, requesting updates and helping ensure information is shared timely.
• Assist with organizing project files, maintaining SharePoint or Teams sites and ensuring materials are easy to locate.

Skills

Project Coordination

Meeting Scheduling

Attention to Detail

Clear Communication

Organization

Follow-Through

Curiosity

Adaptability

Problem Solving

Data Accuracy

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Microsoft Project

Job description

Jobtailor in New York City is seeking an organized Administrative Coordinator to support leadership and project managers with meeting coordination, agendas, notes, and follow-up items. You will help manage calendars, prepare materials, and distribute project communications.

You will maintain project documents and trackers, collect updates, and assist with SharePoint/Teams organization. Strong MS Office skills, attention to detail, and clear communication are essential.