Project Management Admin

Social Driver is a leading communications and digital agency that partners with top brands, nonprofits, and mission-driven organizations to create impactful campaigns, engagement strategies, and digital experiences. They are seeking a Project Management Admin to provide operational support to their Project Management team, focusing on task tracking, project setup, and inbox management to ensure smooth operations. The role requires someone who is highly organized and proactive in managing recurring operational tasks.

Responsibilities:

• Maintain the Client Services allocations board, keeping all project entries current (phase, level of effort, client sentiment, completion dates)
• Run weekly Asana hygiene checks across all active projects, flagging stale tasks, missing due dates, unassigned items, and overdue milestones
• Proactively follow up with project team members (designers, developers, strategists) on past-due tasks, sending reminders and escalating to the PM if unresolved
• Monitor upcoming task due dates on a 7-day rolling lookahead and alert PMs to anything at risk of slipping before it becomes a client issue
• Compile a weekly overdue and at-risk task summary for the Client Services Department
• Track milestone completion across active projects and flag to the PM when a milestone is approaching or has been missed
• Create tasks in Asana at PM direction, allowing PMs to delegate task creation without context switching
• Create tasks based on established cadence or workflows when client communications come in (e.g., client sends feedback → admin creates the revision task, assigns it, and sets the due date per standard process)
• Structure new project packages in Asana when a new work order is signed, using standard templates
• Archive completed projects and close out work orders in Asana once confirmed by the PM
• Maintain and improve task creation templates and standard project structures over time
• Monitor and organize shared or delegated Client Services inboxes, flagging urgent items, categorizing messages, and surfacing them to the appropriate PM
• Triage inbound client communications, identifying what requires a PM response versus what can be handled operationally
• On select projects, when client communications trigger a standard workflow (e.g., content delivery, feedback, approval), initiate the appropriate Asana tasks without waiting to be asked
• Keep inboxes organized, flagging anything that has gone unanswered beyond the agreed response SLA
• Draft responses for PM review, where appropriate, the PM sends and makes final decisions, not the admin
• Schedule client and internal meetings at PM request, send invites, confirm attendees, and attach agendas
• Manage PM out-of-office coverage logistics, including updating project stakeholders, setting up coverage assignments, and briefing the covering PM on open items
• Help triage inbound client communications during planned and unplanned PM out-of-office periods
• Maintain a shared PM calendar view of key client deadlines, meetings, and milestones
• Prepare and send meeting agendas in advance using standard templates
• Follow up on unconfirmed meeting requests and reschedule as needed
• Review time entries in Harvest on key projects the PM Admin is assigned to, checking for accuracy, correct categorization, and reasonable hour allocation
• Flag time entries that appear miscategorized, duplicated, or significantly over or under the expected pace for PM review
• Do not adjust or delete entries without PM confirmation; flag only
• Provide ad hoc Harvest reporting (pulling budget summaries, utilization reports, etc.) at PM request as needed
• Own and maintain PM templates, including transition documents, handoff agendas, status formats, and meeting agendas
• Keep the PM playbook and SOPs up to date as processes evolve
• Document and codify new workflows once approved by PM leadership
• Compile a weekly PM status summary for leadership, pulling from Asana, formatting, and sending each Monday without PM input required

Requirements:

• 2+ years of experience in project coordination, project operations, or administrative support, ideally within an agency or fast-paced environment
• Strong understanding of digital projects, including websites, campaigns, and content production workflows
• Experience with project tracking, task management, and operational follow-up
• Highly organized with exceptional attention to detail and follow-through, you catch things before they fall through the cracks
• Self-starter who can operate independently and does not need to be reminded to complete recurring work
• Comfortable working across multiple teams and managing competing priorities without losing track of details
• Proficiency with tools such as Asana, Harvest, Google Workspace, and Slack
• Strong written communication skills, especially for internal coordination and inbox management
• Ability to ramp quickly, with an expectation of full operational independence within 3 weeks
• Bachelor's degree or equivalent experience preferred