Virtual Assistant, Project Coordinator

Role Overview

• Organize and maintain databases related to projects, clients, and team activities.
• Track and update project timelines, milestones, and deliverables.
• Schedule and coordinate meetings, calls, and appointments for team members across different time zones.
• Manage calendars and ensure timely reminders for upcoming events.
• Handle the organization and manipulation of data in Excel spreadsheets.
• Generate reports and summaries based on provided data.
• Attend virtual meetings and take accurate minutes.
• Distribute meeting minutes promptly and follow up on action items.
• Liaise between the US office and various stakeholders to ensure clear and efficient communication.
• Follow up on team to-do lists, deadlines, and project updates.
• Provide daily follow-ups and standups to various leaders in the company.

Requirements

• Bachelor’s degree or equivalent experience in a relevant field.
• Proven experience as a virtual assistant or in a similar administrative role.
• Experienced with architecture or construction industry practices.
• Proficient in Microsoft Office Suite, particularly Excel.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills in English.
• Ability to communicate effectively across different teams and time zones.
• Ability to take initiative and work independently.
• Comfortable with virtual communication tools (e.g., Zoom, Microsoft Teams).