Project Assistant – Administrative Support for Project Manager

About the role

The Project Assistant provides confidential, efficient, and professional support to the Project Manager and the project team. This role ensures smooth day‑to‑day operations, handling administrative tasks, coordinating meetings, and acting as a reliable point of contact for internal and external stakeholders.

Key responsibilities

• Manage and record annual leave for the project team.
• Liaise regularly with team members to gather information for project reporting.
• Compile reports for project reviews and prepare meeting agendas and minutes.
• Arrange meetings, including room bookings, equipment, refreshments, and travel logistics.
• Maintain the office environment: visitor reception, room allocation, mail, invoices, and catering.
• Handle travel arrangements (flights, hotels, visas) using Carlson Wagonlit.
• Process expense sheets and assist with invoice payment follow‑up.
• Manage the manager’s diary, email correspondence, and phone calls when appropriate.
• Support new team members with onboarding and administrative procedures.

Required profile

• Strong sense of confidentiality, discretion, and urgency.
• Ability to work autonomously, anticipate issues, and provide quality service.
• Excellent multitasking, attention to detail, and problem‑solving skills.
• Professional written and verbal communication.
• Customer‑focused attitude with a team‑spirit.

Required skills

• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Lotus Notes email and internet tools.
• Competent use of travel‑booking platforms (Carlson Wagonlit) and company intranet.
• Good command of document management and basic financial handling (invoices, budget tracking).