Project Management Assistant

HGA•Milwaukee, WI

7d•Onsite

About The Position

HGA is seeking a highly organized and detail-oriented Project Management Assistant (PMA) to support Project Managers and multidisciplinary teams in the successful delivery of architectural projects. This role plays a critical part in ensuring projects are effectively planned, executed, and closed out while maintaining exceptional client service and operational efficiency. The PMA partners with project teams across multiple assignments to coordinate schedules, monitor budgets, prepare project documentation, and facilitate communication among internal and external stakeholders. This position offers an excellent opportunity for professionals who enjoy working in a collaborative environment and are interested in growing their careers within project management.

Requirements

3–5 years of experience in project coordination or project management support.
Strong organizational, time management, and problem-solving skills.
Proficient in project management tools (e.g., Microsoft Project, Smartsheet, Asana, Monday.com) and Microsoft Office Suite.
Familiarity with Adobe Creative Suite and Deltek Vantagepoint software.
Skilled in handling multiple projects with competing priorities.
Excellent verbal and written communication skills.
Ability to work independently and collaboratively in a fast-paced environment.

Nice To Haves

Knowledge of project management methodologies (Agile, Waterfall, etc.).
Experience in architecture, construction management, or OSHPD/HCAI (for California Healthcare).
CAPM or PMP certification a plus.

Responsibilities

Partner with Project Managers to develop, maintain, and monitor project schedules, budgets, and deliverables.
Track action items, deadlines, and dependencies to keep teams aligned and on task.
Coordinate logistics for internal and external meetings, including agendas, follow-ups, and documentation.
Assist in preparing project documentation such as work plans, status reports, meeting summaries, contracts, and change orders.
Maintain organized and accessible digital project files and records.
Serve as a liaison between project teams, clients, and vendors to ensure clear and consistent communication.
Support budget tracking, invoice processing, and resource planning activities.
Monitor project performance metrics and flag risks, delays, or variances to project leadership.