Administrative Assistant and Project Coordinator

Emanuelson-Podas • Edina, MN

85d • $60,000 - $72,500

About The Position

This role provides critical administrative and project coordination support to Partner(s), Managing Partner(s), and project teams. The primary focus is to manage calendars, communications, and project-related tasks with precision and initiate, enabling the team to operate efficiently and effectively. This position requires a high degree of ownership, organization, attention to detail, and discretion.

Requirements

• Associate’s or Bachelor’s degree in business administration, management, communications, or related field preferred.
• 2–4 years of administrative, office management, or project coordination experience (professional services or technical industry a plus).
• Experience supporting multiple stakeholders, managing competing priorities, and maintaining confidentiality.
• Strong organizational and time management skills with the ability to handle multiple projects and deadlines.
• Excellent written and verbal communication skills; professional phone and email etiquette.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., MS Project, Smartsheet, Asana, or similar).
• Strong attention to detail and accuracy in documentation, scheduling, and reporting.
• Ability to coordinate meetings, prepare agendas, and track project action items.
• Problem-solving mindset with initiative to anticipate needs and resolve issues independently.
• Team-oriented with strong interpersonal skills and the ability to collaborate across departments.

Nice To Haves

• Familiarity with project tracking, budgeting, or invoicing processes.
• Experience supporting executive leadership or senior-level teams.
• Knowledge of industry-specific software or document control systems.

Responsibilities

• Maintain full control of calendars for Partner(s) and Managing Partner(s) and other team members as assigned, ensuring no conflicts and optimizing scheduling.
• Review and manage email inboxes frequently throughout the day, reducing noise, flagging key messages, and removing spam or unnecessary invites.
• Plan and coordinate team meetings and other initiatives as requested.
• Exercise sound judgment when prioritizing requests and evaluating the importance of business needs.
• Support Partner(s), Managing Partner(s), and other team members in billing worksheet reviews; adhere strictly to the invoicing process.
• Upload and track invoices in Procore in a timely and accurate manner.
• Track aged accounts receivable weekly and communicate status updates with project managers and leadership.
• Maintain invoice accuracy with minimal to no past-due invoices.
• Manage and reconcile monthly credit card statements for Partner(s) and Managing Partner(s).
• Track projects using project management software: update statuses, monitor deadlines, and provide weekly reports to the team and leadership.
• Coordinate proposal drafts, travel estimations, and scorecard updates according to established processes.
• Track and proactively manage continuing education hours, licensing, annual reporting, and Certificates of Authority.
• Communicate proactively with Partner(s), Managing Partner(s), project managers, other team members, and clients across appropriate channels.
• Provide timely updates on changes, especially regarding calendars, proposals, and invoicing.
• Review and edit documents to ensure accuracy, quality, and clarity before distribution.
• Actively collaborate with the administrative team and support shared goals.
• Ask clarifying questions and seek feedback to ensure alignment and continuous improvement.
• Demonstrate consistent quality, attention to detail, and a high level of accountability.
• Manage repetitive and high-volume tasks with a focus on stability and reliability.
• Perform other related duties as assigned.

Benefits

• Comprehensive benefits package (medical, dental, 401K)
• Paid time off and holidays
• Professional development opportunities
• On-site gym access with strength training classes led by a certified performance coach

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees