Project Administrator

Position Overview

Continuity Global Solutions is seeking a highly organized, detail-oriented, and proactive Project Administrator to support the Senior Vice President of Operations. This role is crucial for coordinating and managing multiple international projects, acting as a key liaison between operations, finance, and project management teams. The ideal candidate will excel in a dynamic setting, demonstrating strong organizational skills, meticulous attention to detail, and the capacity to juggle numerous priorities effectively. Exceptional written and verbal communication abilities are essential.

Responsibilities

• Provide direct administrative support to the Senior Vice President of Operations.
• Manage complex calendars, schedule meetings, and arrange travel for domestic and international projects across various time zones.
• Draft, meticulously proofread, and edit professional correspondence, important documents, and operational reports.
• Maintain the utmost confidentiality of sensitive company information and records.
• Assist in the comprehensive planning, coordination, and execution of both domestic and international projects.
• Diligently track project milestones, key deliverables, staffing needs, and critical deadlines.
• Maintain organized project documentation, databases, and essential operational records.
• Manage staffing trackers, deployment schedules, and personnel records with precision.
• Coordinate the collection and processing of candidate documentation and onboarding requirements.
• Support project budget tracking and contribute to financial reporting processes.
• Monitor project expenditures, comparing actual costs against approved budgets.
• Prepare detailed budget summaries, expense reports, and financial tracking spreadsheets.
• Liaise with accounting and finance departments regarding invoices, purchase orders, and project-related expenses.
• Assist with forecasting and budget planning activities.
• Prepare and track purchase requests, purchase orders, and manage vendor communications.
• Coordinate equipment shipments and maintain inventory tracking.
• Ensure organized electronic and physical filing systems are maintained.
• Undertake additional duties and special projects as assigned.

Requirements

• A Bachelor's degree in Business Administration, Project Management, Finance, or a closely related field is preferred.
• A minimum of 3 years of experience in administrative support, project coordination, operations, or a similar capacity.
• Possess exceptional written, verbal, and interpersonal communication skills.
• Demonstrate strong organizational capabilities and effective time-management abilities.
• Proven track record of successfully managing multiple projects and deadlines concurrently.
• Advanced proficiency in the Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experience in maintaining detailed spreadsheets, generating reports, and utilizing tracking systems.
• Exhibit strong analytical and problem-solving skills.
• Maintain a high level of attention to detail and accuracy in all tasks.
• Ability to work autonomously with minimal supervision, while also being a collaborative team member.

Additional Information

Familiarity with international operations, government contracting, or security-related projects is advantageous. Prior experience supporting senior executives or operational leadership is a plus. Experience with project budgeting, financial tracking, or cost reporting is also beneficial.