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Project Administrator
About the Role
We are seeking a highly organized Project Administrator to support a portfolio operations team within a large enterprise environment. This team supports major construction and project portfolios and is responsible for helping project teams stay organized through administrative support, meeting coordination, documentation, scheduling, travel/logistics support, and project tracking.
This role is ideal for someone who is detail-oriented, reliable, organized, and comfortable supporting multiple stakeholders in a fast-paced team environment. The team is currently growing and building structure, so the right person must be flexible, proactive, and comfortable supporting a variety of administrative and project coordination needs.
A major focus of this role will be meeting support and note-taking. The team needs someone who can attend meetings, capture clear and accurate notes, track action items, and help keep follow-ups organized.
Responsibilities
- Provide administrative and project support across a portfolio operations team.
- Attend meetings and take clear, accurate, organized notes.
- Capture action items, owners, decisions, deadlines, and follow-ups.
- Support scheduling, calendar coordination, and meeting logistics.
- Assist with travel coordination and general team logistics as needed.
- Maintain and update project trackers, team documentation, and administrative files.
- Support project managers, program teams, and internal stakeholders with administrative needs.
- Assist with Word documents, Excel trackers, Outlook scheduling, and team communication.
- Help organize team materials, meeting documentation, and follow-up items.
- Support multiple portfolios and stakeholders as priorities shift.
- Assist with Jira-based processes if applicable.
- Help the team stay organized while processes and responsibilities continue to evolve.
Required Qualifications
- 2+ years of administrative, project administration, project coordination, team coordination, or similar support experience.
- Strong meeting note-taking skills.
- Ability to accurately capture decisions, action items, owners, and deadlines.
- Strong Outlook and calendar management skills.
- Proficiency with Microsoft Word.
- Basic Excel skills and comfort working with trackers.
- Strong written and verbal communication skills.
- Clear professional communication in English.
- Strong attention to detail and follow-through.
- Ability to support multiple stakeholders and shifting priorities.
- Strong organizational skills.
- Comfortable working in a fast-paced environment where processes may still be evolving.
Preferred Qualifications
- Jira experience.
- SharePoint experience.
- Experience supporting project teams, PMOs, construction teams, operations teams, or enterprise project environments.
- Travel/logistics coordination experience.
- Experience tracking meeting follow-ups and action items.
- Experience supporting multiple managers or a broader team.
- Experience maintaining project documentation or trackers.
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Equal Employment Opportunity Statement
Gravity IT Resources is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. All employment decisions are based on qualifications, merit, and business needs.