Project Admin

CAI•Miramar, FL

1d•Onsite

About The Position

We are looking for a motivated Project Admin ready to take us to the next level! If you have strong organizational, communication, and calendar management skills and are looking for your next career move, apply now. We are looking for a Project Admin to manage departmental operations, coordinate meetings, support cross-functional communication, oversee travel arrangements, and provide administrative support that enables leaders and project managers to focus on execution. This position will be a contract and onsite in Miramar, FL.

Requirements

Experience in an administrative, coordinator, executive support, or similar role
Experience supporting meetings, managing calendars, and coordinating departmental activities
Strong written and verbal communication skills with the ability to organize and present information clearly
Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities
Ability to work independently, take ownership of responsibilities, and follow through on commitments
Experience collaborating with cross-functional teams, leadership, and external vendors
Proficiency in Microsoft Outlook, including calendar management, meeting coordination, and inbox organization
Strong Microsoft PowerPoint skills with the ability to create professional presentations from raw data and updates
Proficiency in Microsoft Word and Excel for documentation, tracking, and reporting

Nice To Haves

Experience supporting project management or resource planning activities
Familiarity with Power BI or a willingness to learn data visualization and reporting tools
Interest in developing skills related to project coordination, business analysis, or data analysis

Responsibilities

Plan, schedule, and facilitate recurring and ad hoc team meetings, including preparing agendas and managing Outlook calendar invitations
Take detailed meeting notes and distribute action items, decisions, and meeting summaries
Collect status updates from project managers and consolidate information into professional PowerPoint presentations for leadership review
Coordinate end-to-end meeting logistics, including scheduling, room or virtual setup, materials preparation, and follow-up activities
Arrange domestic and international travel, including flights, accommodations, and itineraries
Serve as the primary point of contact for administrative support across the department
Maintain shared calendars, trackers, and documentation to ensure accurate and up-to-date information
Support resource planning activities by tracking team capacity and project staffing needs
Identify and implement process improvements to streamline administrative workflows and reporting