Senior Administrative Assistant

Job not on LinkedIn

🔥 18 minutes ago

🇺🇸 United States – Remote

💵 $41 - $42 / hour

⏰ Full Time

🟠 Senior

📋 Administrative Assistant

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Matrix

WebsiteLinkedInAll Job Openings

10,000+ employees

Founded 2001

🏥 Healthcare

🎖️ Defense

📦 Logistics

Healthcare • Defense • Logistics

Matrix is a dynamic technology company that empowers businesses through comprehensive digital transformation solutions. With a strong focus on responsible AI, big data analytics, and cloud infrastructure, Matrix delivers innovative customer experience platforms and deep insights to help organizations excel in the digital age. Their extensive expertise spans across various industries including healthcare, finance, and defense, providing consulting services and tailored technology solutions that drive efficiency and competitive advantage.

📋 Description

• Provide administrative and coordination support to project managers, project-controls personnel, and the corporate PMO • Organize and maintain project files, correspondence, reports, meeting records, contracts, purchase orders, invoices, change documentation, and other project records • Maintain project document-control practices, including file naming, version control, distribution, review status, and retention • Schedule project meetings and coordinate invitations, agendas, presentation materials, meeting logistics, and required attendees • Attend project meetings, prepare accurate meeting minutes, document decisions, and distribute meeting records promptly • Maintain action-item, decision, issue, and deliverable logs and follow up with responsible parties regarding upcoming or overdue commitments • Assist with weekly and monthly project reports, dashboards, status summaries, and executive presentations • Collect project updates from engineering, procurement, construction, contractors, vendors, and other stakeholders • Support monitoring of key deliverables, milestones, approvals, and upcoming deadlines • Enter, update, and maintain project information within Oracle Primavera Cloud and other approved project-management systems • Support administration of project schedules and maintain supporting documentation • Assist with procurement and contracting activities, including requisition, purchase order, contract, invoice, and vendor-tracking logs • Coordinate invoice routing, review, coding, approval, and status follow-up • Maintain project change logs and supporting documentation • Support risk and issue management by maintaining registers and following up on mitigation actions • Track project staffing, onboarding, access, training, travel, equipment, and mobilization requirements • Coordinate preparation, review, approval, and distribution of project documents and deliverables • Assist with onboarding contractors, consultants, and project team members into project processes and systems • Maintain stakeholder, contractor, vendor, and project-team contact information • Ensure project documentation and records are complete, accurate, current, and audit-ready • Support project closeout, final documentation, outstanding items, and archiving • Identify administrative or process gaps and recommend improvements to PMO procedures, templates, and workflows • Handle confidential project, commercial, personnel, and financial information appropriately

🎯 Requirements

• Experience providing administrative or project-coordination support within a project-based environment • Strong organizational skills and demonstrated attention to detail • Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously • Experience maintaining project documentation, meeting minutes, action logs, reports, and electronic filing systems • Ability to prepare clear, accurate, and professional written communications and meeting records • Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or comparable business applications • Ability to learn and effectively use project-management, document-control, procurement, and financial systems • Strong interpersonal and communication skills with the ability to work effectively across multiple departments and organizational levels • Ability to work independently, anticipate project-team needs, and follow assignments through completion • Ability to handle sensitive and confidential information with discretion • Experience developing and analyzing earned value metrics and performance indicators • Clear, concise, and effective fluency in the English language is essential • Preferred: Experience supporting major capital, construction, engineering, or manufacturing projects • Preferred: Experience working within a corporate PMO or supporting multiple projects • Preferred: Familiarity with Oracle Primavera Cloud or comparable project-management software • Preferred: Experience supporting project managers, schedulers, cost analysts, or project-controls teams • Preferred: Familiarity with procurement, contracting, purchase orders, invoicing, change management, and project closeout • Preferred: Experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial projects • Preferred: Familiarity with document-control standards and construction project documentation

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