A2 Mimms Contract Administrative Assistant: Duties
Provide day-to-day administrative support to the Program Manager overseeing the A2 Facility construction program
Manage and maintain complex calendars, including scheduling internal and external vendor meetings across multiple time zones
Coordinate and align travel schedules and on-site visit calendars for key leadership, vendors, and project stakeholders
Proactively send meeting invitations, confirmations, and reminders for upcoming virtual meetings, site visits, and in-person meetings to internal and external partners
Prepare meeting agendas in advance and ensure required materials are distributed ahead of scheduled meetings
Attend project meetings, capture accurate meeting minutes, and document decisions, risks, and action items
Track action items and follow up with responsible parties to ensure timely completion and closure
Assist with drafting, formatting, and updating meeting presentations, reports, and project status decks
Circulate finalized presentations and meeting materials to appropriate stakeholders and maintain version control
Support coordination of recurring governance meetings (e.g., weekly project reviews, SteerCo, and leadership updates)
Maintain organized digital filing systems for project correspondence, presentations, and meeting records with a strong understanding of SharePoint & MS Teams
Serve as a professional point of contact for administrative coordination between the Program Manager, leadership team, and external partners