Project Administrator

About the Role

Continuity Global Solutions is seeking a highly organized, detail-oriented, and proactive Project Administrator to provide crucial support to the Senior Vice President of Operations. This role is instrumental in 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, fast-paced setting, demonstrating strong organizational capabilities, meticulous attention to detail, and the ability to juggle numerous priorities effectively. Exceptional written and verbal communication skills are essential for success in this position.

Responsibilities

• Provide direct administrative support to the Senior Vice President of Operations.
• Manage complex calendars, schedule meetings, and arrange travel for executives across various time zones.
• Draft, meticulously proofread, and edit professional correspondence, important documents, and operational reports.
• Safeguard confidential records and sensitive company information with the utmost discretion.
• Facilitate the planning, coordination, and execution of both domestic and international projects.
• Monitor project milestones, track deliverables, manage staffing needs, and ensure deadlines are met.
• Maintain comprehensive project documentation, databases, and essential operational records.
• Keep staffing trackers, deployment schedules, and personnel records up-to-date.
• Coordinate the collection and processing of candidate documentation and onboarding requirements.
• Assist with the tracking of project budgets and the preparation of financial reports.
• Oversee project expenditures, comparing actual costs against approved budgets.
• Generate budget summaries, process expense reports, and maintain financial tracking spreadsheets.
• Liaise with accounting and finance departments regarding invoices, purchase orders, and project-related expenses.
• Contribute to forecasting and budget planning activities.
• Prepare and manage purchase requests, purchase orders, and communications with vendors.
• Coordinate equipment shipments and maintain inventory tracking.
• Organize and maintain both electronic and physical filing systems.
• Undertake additional duties and special projects as assigned by management.

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 an administrative, project coordination, operations, or a similar role is required.
• Possess outstanding written, verbal, and interpersonal communication skills.
• Demonstrate strong organizational skills 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 capabilities.
• Maintain a high level of attention to detail and accuracy in all tasks.
• Ability to work autonomously with minimal supervision, while also collaborating effectively within a team setting.

Additional Information

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