Project Assistant - ESPO Corporation

PROJECT ASSISTANT
 
Location: Chicago, IL 60606
Job type: Contract to Hire
 
Our client, a global EPC Firm, is hiring a Project Assistant for a contract-to-hire opportunity in Downtown Chicago, IL.
 
This Project Assistant supports engineering and construction projects by assisting the Project Manager and project team in providing administrative project information as requested.
 
RESPONSIBILITIES

• General administrative support for company projects.
• Provide data entry for projects
• Track the status of projects and produce monthly progress reports.
• Maintain tracking system for projects.
• Update record copies, engineering project documentation, and changes.
• Provide information to facilitate questions regarding projects and prepare research information.
• Record minutes from Project Manager/team meetings.
• Type memos, correspondence, reports, and other documents as requested.
• Coordinate travel arrangements and any other internal services for various project needs.
• Prepare outgoing mailings and labels, including e-mail and fax.
• Reserve conference rooms and coordinate client, vendor, and/or supplier presentations, meetings, and interviews, including set-up and cleanup.
• Schedule and set up client interviews, presentations, and other meetings as requested.
• Update the project calendar and roster.
• Assist in clerical needs on projects.
• Maintain data entry of project contact list and project execution plans.
• Facilitates the dissemination of information to the department and project teams as part of the overall communications and department management process.
• Resolves questions regarding the department; researches and provides appropriate answers.
• Prepare and present meeting notes, presentations, and tables utilizing Excel, PowerPoint, Access, and other programs.
• Develop procedures pertaining to departmental and business line requirements and assist in the development of business initiatives for the department.
• Monitor department deadlines and benchmarks and support the presentation of monthly progress reports including tracking action items and progress updates.
• Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include: department orientation and training, stakeholder meetings, management meetings, periodic reviews, etc.
• Coordinate the required training programs and records for department personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Assemble and analyze information involving business plans, and financial reports, resulting in the final business plan submission.
• Monitor, review, and approve standard expenditures to ensure the department's activities are conducted within established budgets.
• Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
• Responsible for handling sensitive and confidential information.
• Coordinate department-related issues and complaints, such as operational resources, workstations, space assignments, and supplies, and follow up to ensure a resolution has been obtained.

 
REQUIREMENTS

• Associate’s degree is required
• Experience with office/clerical. 
• Proficient in Microsoft Word, Excel, Access, and PowerPoint required.  
• Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.  
• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.  
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).  

 
ESPO Corporation
Leaders in Technical Recruiting & Staffing since 1965

We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected Veteran status, or any other attribute or protected characteristic by law. If you need assistance applying, please get in touch with us directly.