[Hiring] Project Management Assistant @A P Ventures

Role Description

Seeking a highly organized, detail-oriented Project Management Assistant to provide administrative and coordination support to two or more Project Managers across APV's federal contracts. This role keeps project operations running smoothly — managing schedules, meetings, documentation, status reporting, and deliverable tracking — so Project Managers can stay focused on client delivery and team leadership. The ideal candidate is proactive, comfortable balancing competing priorities, and thrives in a fast-paced federal contracting environment.

Duties

• Provide day-to-day administrative support to Project Managers, balancing competing priorities and deadlines across multiple contracts.
• Manage Project calendars; schedule internal and client meetings, coordinate attendees, and set up virtual or in-person meeting logistics.
• Prepare meeting agendas, capture meeting minutes and action items, and distribute finalized notes after management review.
• Coordinate daily stand-ups and weekly internal status meetings, and gather task status from project team members.
• Compile weekly status reports, briefing materials, and supporting data to prepare Project Managers for client status meetings.
• Track contract deliverables, milestones, and due dates; send reminders and follow up with team members to support on-time, accountable delivery.
• Maintain project schedules, action item logs, risk and issue logs, and trackers using tools such as Microsoft Project, Excel, SharePoint, or Smartsheet.
• Organize and maintain project files, document libraries, and version control in SharePoint/Teams in line with contract and APV records requirements.
• Format, proofread, and quality-check deliverables, reports, presentations, and correspondence before submission.
• Support onboarding logistics for new project team members, including system access requests, badging, and required client training, in partnership with HR and Operations.
• Assist with timesheet reminders, labor-hour tracking, invoice support data, and monthly status report preparation.
• Serve as a point of contact for routine project inquiries from team members and client staff, routing issues to the appropriate Project Manager.
• Other duties as assigned.

Qualifications

• Bachelor's degree in Business Administration, Project Management, Communications, or a related field preferred. An Associate's degree combined with relevant experience, or equivalent relevant experience, may be considered.

Requirements

• Minimum 2 years of experience providing administrative, project coordination, or program support, preferably in a government contracting or professional services environment.
• Demonstrated ability to support multiple managers and projects at the same time while meeting deadlines with minimal supervision.
• Strong written and verbal communication skills, including meeting minutes, status reports, and professional correspondence with clients.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).
• Highly organized and detail-oriented, with sound judgment in handling sensitive and confidential information.
• Must be able to obtain and maintain a Public Trust or equivalent federal client access. This role supports sensitive federal programs and involves elevated access to systems and data.
• Must be authorized to work in the United States without employer sponsorship now or in the future.

Preferred Qualifications

• Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) certification, or active progress toward one.
• Experience supporting federal contracts (e.g., CMS, DHS, or other civilian agencies), including familiarity with contract deliverables and monthly status reporting.
• Experience with Microsoft Project, Smartsheet, Jira, or similar project management tools.
• Familiarity with Agile/Scrum ceremonies and terminology.