Project Assistant

Project Assistant

Duration: Contract to Hire
Location: Kansas City, MO 

We are seeking a highly professional and detail-oriented Project Assistant for a contract-to-hire opportunity in Kansas City, MO. This position provides comprehensive administrative and project support for a fast-paced project team and will play a key role in maintaining organization, documentation, and communication across multiple active projects. The selected candidate will be sitting between two Vice Presidents and is expected to demonstrate a high level of professionalism, discretion, and reliability.

This role includes cross-training and offers exposure to a variety of project support functions, with an initial focus on document control and document management.

Responsibilities

Document Control / Document Management (Primary Focus)

• Maintain and organize all project files and documentation
• Manage and monitor project email inboxes
• Track project activity and prepare monthly progress reports
• Work with specifications, revisions, change documentation, and final project closeout materials
• Maintain project tracking systems and logs
• Facilitate project-related questions and conduct information research as needed

Administrative and Project Support

• Record meeting minutes for Project Manager meetings
• Answer and route incoming phone calls appropriately
• Sort, distribute, and process incoming mail
• Collect and process bills and invoices
• Type and prepare memos, correspondence, reports, and other documents
• Prepare outgoing mailings, labels, emails, and faxes
• Maintain organized filing systems (digital and physical)
• Assist in preparing PowerPoint presentations
• Utilize Microsoft Access to store, retrieve, and manage data
• Coordinate clerical support for special projects as needed
• Complete weekly timecards
• Make copies and prepare printed materials

Office Coordination

• Coordinate travel arrangements
• Schedule and organize conference rooms and meetings
• Coordinate client or vendor lunches, including setup and cleanup
• Order and maintain office supplies
• Arrange equipment maintenance and office setup needs
• Maintain department calendars and rosters
• Provide general support to ensure smooth daily operations

Additional Duties

• Support project managers and leadership with occasional project-related tasks
• Perform other duties as assigned to support overall team success

Requirements

• High School Diploma or equivalent with a minimum of 5 years of office/clerical experience
  OR
• Associate's degree with 4+ years of office/clerical experience
  OR
• Bachelor's degree with 2+ years of office/clerical experience
• Some college coursework preferred

Required Skills

• Advanced proficiency in Microsoft Word, Excel, Access, and PowerPoint
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• High level of professionalism and discretion
• Strong follow-through and accountability