Project Assistant

Location

Ashburn, VA | United States

Job description

IBTS is seeking an experienced Project Assistant to join our team to provide project coordination and support for a federal program. This position will be key in supporting a federal client project based in Washington, D.C. by providing administrative and logistical support to include data analysis, report writing and generation, progress and milestone monitoring and reporting, meetings attendance and minutes, generating invoices and monitoring budgets, updating and organizing documents, creating schedules, and supporting the Program Manager and project team.

The ideal candidate will be a strong performer and will possess a working knowledge of project management principles and practices with proven organizational skills. 

This position is currently a hybrid position and will require certain occasional attendance in the IBTS headquarters office located in Ashburn, VA.

Responsibilities

• assist Program Manager in creating timelines, milestones, and deliverables to contribute to effective project planning.
• prepare and submit daily client reports.
• follow up on the progress of action items and other tasks and reporting to the program manager.
• assist in risk mitigation, identification, tracking, management, and resolution.
• assist the program manager with budgeting, logging expenses, and filing internal financial reports.
• assist in project presentations.
• schedule meetings, conference calls, and project-related events with team members.
• observe the team's performance and provide detailed updates to the program manager.
• conduct research and gather data to support project initiatives and encourage good decision-making practices.
• support team members in completing their tasks to ensure they meet milestones.
• update and organize project files, such as meeting minutes and progress reports.
• use project management software to maintain charters and process flows.
• facilitate communication among team members and liaise with the program manager.
• seek opportunities for process improvements and make recommendations.
• write and distribute project-related messages, such as memos and status updates collaborating with cross-functional teams.
• attend meetings and take minutes as needed.
• generate and process invoices and payment.
• provide administrative and/or project support to program manager as needed.

Education & Experience:

• Associate or a bachelor’s degree in a related field of study (e.g., business administration) and minimum of 3 years of relevant experience
  • Related experience may be considered in lieu of required education.
  • A higher-level degree may substitute for relevant experience.

Technical:

• Proficiency in MS Office Suite to include Excel, Word, PowerPoint, Outlook, SharePoint, and Teams.
• Project Management certification a strong plus.
• Experience with a Project Management software (e.g., MS Project) a strong plus.

Other:

• Excellent communication skills, both verbal and written.
• Strong client-facing and customer service skills with a positive and professional attitude.
• Demonstrated experience in data analysis and reporting techniques to include collecting, interpreting, and presenting information.
• Excellent proofreading skills.
• Reliable attention to detail with a focus on quality, accuracy, and timeliness of work with consistent follow-up.
• Strong organizational skills to maintain accurate records, prepare detailed reports, and create comprehensive plans.
• Valued team player with adaptability and flexibility supported by a strong work ethic.

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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