Administrative Program Assistant

Program Support & Coordination

• Assist in managing and coordinating day-to-day activities of ongoing programs and projects.
  

• Ensure that program deadlines, objectives, and deliverables are being met.
  

• Support program managers in tracking project timelines, action items, and key milestones.
  

Scheduling & Calendar Management

• Coordinate meetings, appointments, and events related to the program, ensuring all participants are informed and prepared.
  

• Organize virtual meetings (via Zoom, Microsoft Teams, etc.), including scheduling, setting up the technology, and distributing agendas.
  

• Send reminders and updates to program stakeholders regarding meetings, deadlines, and important events.
  

Document & Data Management

• Prepare and maintain program-related documentation, including reports, spreadsheets, presentations, and meeting minutes.
  

• Ensure that all files, records, and reports are organized and accessible in shared digital systems (e.g., Google Drive, Dropbox, SharePoint).
  

• Perform regular audits to ensure program documentation is up-to-date and in compliance with company standards.
  

Communication & Correspondence

• Act as a point of contact for internal and external stakeholders, ensuring clear and timely communication.
  

• Assist in drafting and sending program-related correspondence (e.g., emails, memos, updates).
  

• Liaise between program staff, stakeholders, and external vendors or clients, ensuring that all inquiries are addressed.
  

Task Tracking & Reporting

• Assist program managers in tracking the status of various program tasks and ensuring that team members meet deadlines.
  

• Generate and maintain program reports, tracking progress against timelines, budget, and other key performance indicators (KPIs).
  

• Provide regular status updates to program managers or directors, highlighting any issues or delays.
  

Budget and Expense Monitoring

• Assist in managing program budgets, tracking expenditures, and ensuring the program stays within its financial guidelines.
  

• Process invoices, receipts, and purchase orders related to program expenses.
  

• Prepare and maintain expense reports for approval by program managers.
  

Research & Program Analysis

• Assist in gathering and compiling data for program-related research, evaluations, or reports.
  

• Conduct research on best practices, industry trends, or other relevant topics to support program goals.
  

• Help analyze data to assist in program evaluation and improvements.
  

Event Coordination

• Help coordinate events related to the program, such as virtual workshops, webinars, or training sessions.
  

• Manage event logistics, including invitations, materials, and technical setup.
  

• Handle participant communications and ensure that the events run smoothly.
  

General Administrative Assistance

• Provide general administrative support to program managers, including filing, data entry, and document preparation.
  

• Assist with any special projects or initiatives related to the program.
  

High School Diploma or Equivalent (Required); Bachelor’s Degree (Preferred)

2+ years of experience in an administrative or program assistant role, preferably in a remote setting.

Strong organizational and multitasking skills, with the ability to manage multiple tasks and deadlines.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Drive), and project management tools (Asana, Trello, Monday.com).

Experience with virtual meeting tools (Zoom, Microsoft Teams, Google Meet).

Strong written and verbal communication skills.

Detail-oriented with the ability to manage and maintain accurate records.

Ability to work independently in a remote environment, managing time effectively and meeting deadlines.

Basic budgeting or expense tracking experience (preferred).

Problem-solving abilities and a proactive approach to tasks and challenges.

Ability to maintain confidentiality and handle sensitive information with professionalism.