Assistant to Project Manager

OVERVIEW OF POSITION

Reporting to the Project Manager, The Assistant to Project Manager will support the planning, execution, and coordination of projects to ensure timely delivery and operational efficiency. Responsibilities include expediting project timelines, managing inspections, coordinating logistics, and ensuring all aspects of project management comply with required specifications. This role will act as the primary point of contact for the Project Manager, handling communication, scheduling, documentation, and collaborating with cross-functional teams and stakeholders to address challenges effectively.

Duties may include but are not limited to:

• Assist the Project Manager in planning, managing and executing projects within a set timeline and budget
• Liaise with project stakeholders concerning project details and deliverables
• Interact with government, clients, contractors and other parties to keep the project on schedule
• Coordinate and communicate with various departments on matters directed by the Project Manager
• Manage the Project Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings
• Coordinate and manage project tasks and deliverables
• Participate in project meetings and track project progress and report to the Project Manager
• Prepare and maintain project documentation, plans and reports
• Analyze data as required
• Coordinate and prepare monthly/quarterly/annual data reports
• Attend all briefings, meetings and trainings as assigned by Project Manager
• Attend to any special requests or complaints that are directed to the Project Manager
• Ensure project compliance with standards and procedures
• Maintain systematic up-to-date filing and tracing systems
• Maintain confidentiality of sensitive matters/issues
• Maintain a high level of professionalism and project a positive image of the organization
• Assist in risk identification and implementation of risk mitigation strategies
• Performing other duties assigned by the Project Manager in an orderly and efficient manner

Administrative Support

• Calendar Management: Organize and prioritize the GM/PC’s schedule, including meetings, appointments, and travel arrangements.
• Communication: Manage incoming and outgoing correspondence, including emails, phone calls, and memos. Ensure timely and appropriate responses.
• Documentation: Prepare and manage documents, reports, and presentations. Maintain and organize files and records.

Organizational Skills

• Task Management: Handle day-to-day tasks and ensure deadlines are met. Prioritize tasks based on urgency and importance.
• Project Coordination: Assist with coordinating and tracking the progress of various projects and initiatives.
• Meeting Coordination: Schedule and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

Travel Management

• Travel Arrangements: Book and organize travel plans, including flights, accommodation, and transportation.
• Itinerary Management: Create detailed itineraries and ensure all travel-related details are accurate and up-to-date.

Confidentiality and Discretion

• Sensitive Information: Handle confidential and sensitive information with discretion and integrity.
• Trustworthiness: Build and maintain a high level of trust with the GM/PC, often dealing with confidential business matters.

Problem-Solving and Decision-Making

• Issue Resolution: Address and resolve issues as they arise, often requiring quick thinking and resourcefulness.
• Decision Support: Provide the GM/PC with necessary information and insights to support decision-making processes.

Interpersonal Skills

• Stakeholder Management: Act as a liaison between the GM/PC and internal/external stakeholders. Build and maintain professional relationships.
• Team Collaboration: Work effectively with other team members and departments to support organizational goals.

Technology Proficiency

• Office Software: Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant tools.
• Communication Tools: Familiarity with email systems, calendar tools, and other communication platforms.

Time Management

• Efficient Workflow: Manage time effectively to handle multiple tasks and priorities.
• Deadline Adherence: Ensure tasks and projects are completed on time and within the required standards.

Customer Service

• Client Interaction: Handle inquiries and requests from clients or business partners professionally and courteously.
• Problem Resolution: Address and resolve client issue or concerns promptly and effectively.

Event Planning

• Event Coordination: Plan and organize events, meetings, and conferences, including logistics, guest lists, and venue arrangements.

Financial Administration

• Expense Management: Assist with budgeting, expense reporting, and financial documentation.
• Invoice Processing: Handle invoicing and financial transactions as required.