Senior Administrative Assistant

Job not on LinkedIn

🔥 4 minutes ago

🇺🇸 United States – Remote

💵 $41 - $42 / hour

⏰ Full Time

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 0%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Matrix PMO

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2002

💼 Consulting

⚡ Energy

Consulting • Energy

Matrix PMO is a project management services firm (Matrix Business Concepts, LLC) that provides turnkey Project Management Office (PMO) services, project controls, project oversight, managed task services, professional staffing, direct hire placements, and consulting. They emphasize people, process, and predictability to deliver disciplined execution from initiation through closeout. Matrix serves nuclear and utility organizations and other critical infrastructure sectors including traditional nuclear & SMR, power generation, transmission & distribution, data centers, and EPC contractors. The company is a Service Disabled Veteran-Owned Small Business (SDVOSB) founded by a veteran and operates with a mission-focused mindset; they also support veterans and military spouses through hiring programs. Matrix highlights $1B+ turnkey PMO contracts managed, 15M+ supervised project man hours, and rapid staffing (average 16 days to fill a role). They offer long-term strategic partnerships and emphasize schedule discipline, cost control, and accountability.

📋 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 deadlines. • Enter, update, and maintain project information in Oracle Primavera Cloud and other approved project-management systems. • Support project schedules by coordinating status information and maintaining supporting documentation. • Assist with procurement and contracting activities and maintain 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. • Maintain stakeholder, contractor, vendor, and project-team contact information. • Ensure project documentation and records are complete, accurate, current, and audit-ready. • Support project closeout and archiving of project records. • 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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