[Hiring] Senior Administrative Assistant @MATRIX

Role Description

MATRIX is seeking a highly skilled and experienced Sr Administrative Assistant to join our dynamic team. In this position, the Sr Administrative Assistant will support the client in the corporate Project Management Office and assigned capital construction projects by coordinating project documentation, meetings, communications, reporting, action items, and administrative processes. This individual will work closely with project managers, project-controls personnel, engineering, procurement, construction teams, contractors, vendors, and client stakeholders.

The Sr Administrative Assistant will help maintain organized and accurate project information, follow up on commitments, and ensure the project team has timely access to current documentation. The role requires a proactive, detail-oriented professional who can manage multiple priorities and provide consistent administrative support across complex projects.

DURATION: 12 Months

WORK SCHEDULE: TBD

LOCATION: Remote with light travel to select sites

Qualifications

• 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.
• The ability to communicate well both verbally and written as a business necessity to ensure the safe and efficient operations of business.
• Clear, concise, and effective fluency in the English language is essential.

Requirements

• 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 the preparation and distribution of weekly and monthly project reports, dashboards, status summaries, and executive presentations.
• Collect project updates from engineering, procurement, construction, contractors, vendors, and other stakeholders.
• Support project managers in monitoring key deliverables, milestones, approvals, and upcoming deadlines.
• Enter, update, and maintain project information within Oracle Primavera Cloud and other approved project-management systems.
• Support the administration of project schedules by coordinating status information and maintaining supporting documentation under the direction of project managers and schedulers.
• Assist with procurement and contracting activities by maintaining requisition, purchase order, contract, invoice, and vendor-tracking logs.
• Coordinate invoice routing, review, coding, approval, and status follow-up with the appropriate project and financial stakeholders.
• Maintain project change logs and organize documentation supporting proposed, pending, approved, and rejected changes.
• Support risk and issue management by maintaining registers, documenting updates, and following up on assigned mitigation actions.
• Track project staffing, onboarding, access, training, travel, equipment, and mobilization requirements when assigned.
• Coordinate the preparation, review, approval, and distribution of project documents and deliverables.
• Assist with onboarding contractors, consultants, and project team members into established project processes and systems.
• Maintain current stakeholder, contractor, vendor, and project-team contact information.
• Help ensure project documentation and records are complete, accurate, current, and audit-ready.
• Support project closeout by organizing final documentation, tracking outstanding items, and assisting with the completion and archiving of project records.
• Identify administrative or process gaps and recommend practical improvements to PMO procedures, templates, and workflows.
• Handle confidential project, commercial, personnel, and financial information appropriately.

Company Description