Note: The job is a remote job and is open to candidates in USA. Talentoma is seeking a Project Administration Assistant to provide organized administrative support to a project management team. The role involves maintaining project updates and shared materials, coordinating meeting preparation and follow-ups, and helping route tasks and escalate unresolved issues.
Responsibilities
- Review incoming emails, shared task requests, and meeting follow-ups in the team queue, then acknowledge receipt and sort work by project and urgency
- Open and update assignments in a project management tool such as Microsoft Project, including owners, due dates, status details, and next actions
- Check request details against available project plans, meeting notes, and prior updates, identifying missing information before routing work
- Maintain current task lists, milestone dates, and contact details in shared project materials so team members can locate accurate information
- Prepare meeting agendas from manager direction, distribute invitations through a scheduling and calendar such as Google Calendar, and note requested discussion items
- Capture action items and decisions during virtual meetings, share concise follow-up notes, and update assigned tasks after confirmation
- Enter approved status details into a spreadsheets and data entry tool such as Google Sheets, using consistent labels and dates
- Send courteous follow-up messages when task owners have not responded or required details remain unclear
- Escalate blocked tasks, conflicting dates, or unresolved requests to the project manager, providing complete notes and relevant updates
- Support quality by maintaining accuracy, prompt turnaround, complete notes, and appropriate follow-up across each assigned request
Skills
- High school diploma or equivalent
- Basic understanding of project terminology, task dependencies, milestones, and meeting preparation
- Comfort using a project management tool such as Microsoft Project, a scheduling and calendar such as Google Calendar, and a spreadsheets and data entry tool such as Google Sheets
- Ability to read requests carefully, identify missing details, and organize updates for project team review
- Clear written and verbal communication for requesting details, sharing updates, and preparing concise meeting follow-ups
- Ability to maintain discretion when handling internal project information and communicate professionally with varied contacts
- Authorization to work in the United States
- Related experience
Benefits
- Fully remote work supporting project activities from a dedicated home workspace.
- Structured onboarding and training on the named systems, project routines, task updates, and meeting support practices.
- Regular check-ins with the project manager for feedback, priorities, and guidance.
- Build skills in project initiation, task coordination, meeting preparation, milestone awareness, and stakeholder updates.
- Health coverage
- Paid leave
- A 401(k)
- Bonus opportunities
- Stipends
Company Overview