jazzhr
Technology Programs Administrative Assistant
Advanced Robotics for Manufacturing (ARM)
Pittsburgh, USA
Full-time
Mid · 3+ years experience
Hybrid
Discovered 2 days ago
Microsoft Office SuiteMicrosoft TeamsSalesforce
Free
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Ready to ScanKey skills for this role
Microsoft Office SuiteMicrosoft TeamsSalesforce
Key Skills for This Role
Microsoft Office SuiteMicrosoft TeamsSalesforce
Full Job Posting
- Coordinate project kickoff meetings, recurring meetings, and customer meetings.
- Prepare agendas, capture meeting notes, document action items, and track follow-up activities.
- Maintain project schedules and calendars.
- Organize and maintain operational project files, to include OneDrive and SalesForce.
- Ensure proper document naming conventions, version control, and records management.
- Upload project deliverables to sponsor portals and collaboration platforms.
- Maintain project documentation throughout the project lifecycle.
- Compile weekly activity reports (WARs), quarterly reports, program metrics, and executive summaries.
- Gather status updates from Project Managers and Program Directors.
- Prepare PowerPoint presentations for leadership meetings and program reviews.
- Maintain standardized report templates.
- Coordinate invoices and administrative documentation.
- Track administrative project deadlines and deliverables.
- Assist with travel arrangements and expense reporting.
- Coordinate visitor logistics, workshops, demonstrations, and program events.
- Maintain ensure distribution lists are updated.
- Prepare Technology Programs staff meeting materials.
- Support onboarding activities for new Technology Programs employees.
- Maintain departmental standard operating procedures and templates.
- Assist with any documentation requests.
- Coordinate office and project supply requests.
- Support continuous process improvement initiatives.
- Serve as the primary administrative resource for the Technology Programs department.
- Collaborate with Finance, Contracts, HR, Business Development, Communications, and Executive Administration to ensure smooth execution of departmental activities.
- Build productive working relationships with project teams, members, sponsors, and external partners.
- High School diploma required.
- Three or more years of administrative, project coordination, operations, or program support experience.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
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