Project / Program Administrative Assistant
Quick Facts
What They Do
A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
Core Tasks:
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Use computers for various applications, such as database management or word processing.
- Create, maintain, and enter information into databases.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
- Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
- Schedule and confirm appointments for clients, customers, or supervisors.
- Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
- Maintain scheduling and event calendars.
- Complete forms in accordance with company procedures.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Open, read, route, and distribute incoming mail or other materials and answer routine letters.
- Make copies of correspondence or other printed material.
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
- Conduct searches to find needed information, using such sources as the Internet.
- Learn to operate new office technologies as they are developed and implemented.
- Train and assist staff with computer usage.
- Order and dispense supplies.
- Prepare conference or event materials, such as flyers or invitations.
What to expect as a Project / Program Administrative Assistant
43% of people achieve this level of education.
See Project / Program Administrative Assistant related courses on Tallo
2279 openings for Project / Program Administrative Assistants
Career Progression
in United States (Nation)
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