What does an Administrative Project Assistant do?
An administrative project assistant is responsible for supporting the project management operations according to business requirements and client specifications. Administrative project assistants perform administrative duties, such as conducting market research, writing progress reports, updating tracking systems, sorting project documents, and scheduling meetings. They also maintain accurate records of financial transactions, managing the stock inventories, and escalating concerns that would affect the output deliveries. An administrative project assistant must have excellent communication and organizational skills, especially on data management processes and performing duties under minimal supervision and strict deadlines.
Administrative project assistant responsibilities
Here are examples of responsibilities from real administrative project assistant resumes:
- Manage quality assurance checks for FDA and internal audits which result in no documentation/information error and successful completion of the audits.
- Create and maintain project-related SharePoint sites and pages, including updating graphics, uploading resource documents and adding new users.
- Prepare presentation materials for meetings, utilizing Microsoft PowerPoint.
- Develop creative PowerPoint presentations for company to be present for conferences/conventions.
- Eliminate potential errors by establishing an alternate payroll template and process.
- Coordinate certified payroll, credit card reconciliation, and travel expense reimbursements.
- Manage and develop the daily clinical schedule for the in-patient rehabilitation staff taking into consideration Medicare guidelines and staffing ratios.
- Oversee all outgoing mail, FedEx, and express mails ensuring proper procedures are used in transporting hazardous material.
- Communicate weekly to management teams within PMO status of project milestones and project-relate issues.
- Schedule appointments to perform HUD require interviews making sure contractors/sub-contractors follow lead-safe rules and regulations.
Administrative project assistant skills and personality traits
We calculated that 11% of Administrative Project Assistants are proficient in Customer Service, Data Entry, and PowerPoint. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Administrative Project Assistants that have these skills listed on their resume here:
- Customer Service, 11%
Developed and implemented policies and procedures for purchasing Information and Customer Service Division supplies and materials.
- Data Entry, 10%
Gathered all completed documentation to ensure information was forwarded as required for data entry into the system.
- PowerPoint, 8%
Generated visually stimulating reports and presentations using Microsoft PowerPoint, Excel or other tools.
- Project Management, 5%
Project Management: Provided strategic administrative and project support to management, operations, business development and sales team.
- Meeting Minutes, 4%
Typed and distributed correspondence, reports, and other administrative work, including project-meeting minutes for weekly subcontractor meetings.
- Office Equipment, 4%
Managed equipment repair as needed for all office equipment and maintained company vehicles for all Southern California regional and sub-regional offices.
"customer service," "data entry," and "powerpoint" are among the most common skills that administrative project assistants use at work. You can find even more administrative project assistant responsibilities below, including:
Interpersonal skills. The most essential soft skill for an administrative project assistant to carry out their responsibilities is interpersonal skills. This skill is important for the role because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, an administrative project assistant resume shows how their duties depend on interpersonal skills: "commended for strong interpersonal skills and client relations skills; often served as a liaison between our human resources department. "
Organizational skills. Another soft skill that's essential for fulfilling administrative project assistant duties is organizational skills. The role rewards competence in this skill because "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." According to an administrative project assistant resume, here's how administrative project assistants can utilize organizational skills in their job responsibilities: "constructed, organized, and maintained organizational charts using visio and autocad. "
Writing skills. This is an important skill for administrative project assistants to perform their duties. For an example of how administrative project assistant responsibilities depend on this skill, consider that "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of an administrative project assistant: "letter writing, paper and electronic filing, shop drawing, other contractual paperwork preparation/distribution; backup receptionist as needed. ".
The three companies that hire the most administrative project assistants are:
- Huitt-Zollars7 administrative project assistants jobs
- Mortenson6 administrative project assistants jobs
- The Walsh Group4 administrative project assistants jobs
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Compare different administrative project assistants
Administrative project assistant vs. Staff assistant
A staff assistant is a company employee who is tasked to support and help staff members to adequately fill their roles and assuring that the organization is running efficiently. Working under an administrative supervisor, an assistant's tasks include answering phone calls, scheduling meetings or appointments, and booking the necessary travels. Moreover, an assistant should have excellent skills in written and verbal communication and is highly organized with minimal supervision. An assistant may be able to work in a wide variety of settings, which includes healthcare facilities and government offices.
While similarities exist, there are also some differences between administrative project assistants and staff assistant. For instance, administrative project assistant responsibilities require skills such as "project management," "purchase orders," "proofreading," and "hr." Whereas a staff assistant is skilled in "patients," "office procedures," "veterans," and "payroll." This is part of what separates the two careers.
Staff assistants earn the highest salaries when working in the professional industry, with an average yearly salary of $50,475. On the other hand, administrative project assistants are paid more in the construction industry with an average salary of $52,773.On average, staff assistants reach similar levels of education than administrative project assistants. Staff assistants are 1.8% more likely to earn a Master's Degree and 0.9% more likely to graduate with a Doctoral Degree.Administrative project assistant vs. Project management assistant
Project Management Assistants will require networking, communication, organization skills, and an associate degree. However, a bachelor's or master's degree may be preferable in some cases, in addition to certain certifications or licenses. This career choice will require the coordination of projects with communication and project management skills and the identification of client needs into an actionable plan that meets budget requirements.
While some skills are similar in these professions, other skills aren't so similar. For example, resumes show us that administrative project assistant responsibilities requires skills like "customer service," "data entry," "powerpoint," and "proofreading." But a project management assistant might use other skills in their typical duties, such as, "assist project," "iso," "payroll," and "status reports."
On average, project management assistants earn a higher salary than administrative project assistants. Some industries support higher salaries in each profession. Interestingly enough, project management assistants earn the most pay in the professional industry with an average salary of $69,484. Whereas administrative project assistants have higher pay in the construction industry, with an average salary of $52,773.project management assistants earn similar levels of education than administrative project assistants in general. They're 4.7% more likely to graduate with a Master's Degree and 0.9% more likely to earn a Doctoral Degree.Administrative project assistant vs. Administrative support
Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries. Most of these duties revolve around supervising and distributing information within an organization. This typically includes taking memos, answering phone calls, and managing, storing, and organizing files. They are also responsible for receiving and sending correspondence and greeting customers and clients. Some administrative support may be required to have vast professional knowledge as their duties are more specialized than the others.
There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, an administrative project assistant is likely to be skilled in "project management," "proofreading," "hr," and "calendar management," while a typical administrative support is skilled in "payroll," "phone calls," "patients," and "excellent organizational."
Administrative supports earn the best pay in the technology industry, where they command an average salary of $40,623. Administrative project assistants earn the highest pay from the construction industry, with an average salary of $52,773.When it comes to education, administrative supports tend to earn similar degree levels compared to administrative project assistants. In fact, they're 0.2% more likely to earn a Master's Degree, and 0.2% more likely to graduate with a Doctoral Degree.Administrative project assistant vs. Administrative assistant to vice president
As the name entails, administrative assistants to the vice president (VP) provide administrative and secretarial support to an organization's vice president. They are responsible for managing the vice president's administrative and operational activities by managing the VP's schedule, arranging meetings and teleconferences, and organizing the incoming workflow. Also, administrative assistants are responsible for reviewing policy compliance, updating the VP's travel and vacation details, and auditing the reports on travel expenses.
Types of administrative project assistant
Updated January 8, 2025
