[Remote] Project Administration Assistant

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

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