The Project Coordinator/Administrative Assistant acts as the central operational hub for projects, supporting the Advisory Board member by handling administrative tasks, tracking progress, managing schedules, and facilitating communication among stakeholders. This role will play a vital part in ensuring project tasks stay on schedule, documentation is complete and accurate, and communication flows smoothly. This is an ideal role for someone with excellent organizational skills and a collaborative mindset who is eager to support an Advisory Board member. This is a full-time on site position in Miami.
DUTIES AND RESPONSIBILITIES:
Project Support
• Scheduling and Planning: Creating and maintaining project calendars, timelines, and meeting schedules.
• Documentation Management: Updating project plans, maintaining records, and ensuring all documentation is current
• Communication Hub: Acting as the liaison for the Advisory Board ensuring clear communication.
• Resource Coordination: Assisting in ordering, tracking, and allocating project materials and resources.
• Budget Tracking: Monitoring project expenses and assisting with budget updates.
• Risk Mitigation: Identifying potential project delays or issues and proactively resolving them.
Administrative Support
• Office Support: Answering phones, greeting visitors, and handling email correspondence.
• Scheduling: Managing calendars, arranging meetings, and scheduling appointments.
• Documentation: Filing, data entry, scanning, and preparing reports or presentations.
• Logistics: Ordering office supplies, managing inventory, and sometimes arranging travel.
• Executive Assistance Support: Support other executive admin needs by Restem executives on an ad hoc basis
Note: This is NOT an all-inclusive list of responsibilities.
QUALIFICATIONS:
• Education/Experience: Usually requires a bachelor’s degree in business or a related field and 2+ years of experience in project management or administrative roles.
• Problem-Solving: Ability to resolve conflicts, manage changes, and address obstacles.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office software. Experience with project management software (e.g., Jira, Asana, MS Project), productivity tools, and document sharing platforms.
• Communication Skills: Strong verbal and written communication skills.
• Organization Skills: Excellent time management and the ability to multitask effectively.
• Interpersonal Skills: Professionalism and the ability to work with various team members.
COMPETENCIES:
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Occasionally/Frequently/Continually required to stand.
Occasionally/Frequently/Continually required to walk.
Occasionally/Frequently/Continually required to sit.
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