CPT-11326 Administrative Assistant / Project Coordinator

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A growing project management company is seeking a highly organized and detail-oriented Administrative Assistant / Project Coordinator to support daily operations, project coordination, and executive administrative tasks.

The ideal candidate has previous experience supporting construction projects and is comfortable attending meetings, documenting discussions, managing follow-ups, organizing project documentation, and ensuring action items are completed on time. This individual will work closely with leadership to improve communication, maintain organization, and help keep projects moving efficiently.

This position will begin at 10 hours per week with the opportunity to increase to 20 hours per week based on business needs and performance.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Manage executive calendars and schedule meetings, appointments, and project discussions.
• Coordinate meeting invitations and ensure attendees are prepared.
• Maintain organized project files and documentation using Dropbox.
• Assist with general administrative tasks and day-to-day office support.
• Maintain organized records and ensure important documents are properly filed and named per the company’s file naming protocol.
• Assist the Project Manager in preparing proposals and presentations from PowerPoint templates and previously developed samples.

• Attend project meetings via Teams or Zoom and take detailed meeting minutes.
• Document key discussions, project updates, and action items utilizing Smartsheet.
• Track project deliverables and ensure follow-up tasks are completed.
• Coordinate communication between internal team members and stakeholders.
• Help monitor project timelines and remind team members of upcoming deadlines.
• Assist the Project Manager with administrative coordination throughout project lifecycles.

• Follow up on outstanding action items after meetings.
• Communicate with team members regarding project updates and pending tasks.
• Schedule follow-up meetings as needed.
• Ensure accountability by tracking commitments and project progress.

• Organize and maintain project documentation in Dropbox.
• Ensure files are properly named, stored, and easily accessible.
• Maintain version control of project documents.
• Assist in organizing contracts, reports, and project-related records.

• Assist with posting company-provided content on Instagram and LinkedIn.
• Schedule social media posts using provided marketing materials.
• Help maintain consistency across company social media platforms.
• Support basic marketing administration as needed.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous experience supporting construction projects preferred.
• Experience taking professional meeting minutes.
• Experience coordinating project follow-ups and scheduling meetings.
• Strong proficiency with Microsoft Office Suite.
• Advanced knowledge of Microsoft Outlook.
• Experience using Dropbox for document management
• Familiarity with Smartsheet
• Excellent computer and organizational skills.
• Experience supporting executives or project managers preferred.
• Familiarity with Instagram and LinkedIn is a plus.

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Office Suite
• Dropbox
• Smartsheet

Preferred

• Instagram
• LinkedIn

• Contracted Hours per Week: 10 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Flexible within 8:30 AM – 6:30 PM EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 10 hours/week
• Daily Working Time: Flexible within 8:30 AM – 6:30 PM EST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B
• REGION PREFERENCES: Any