Project Administrator

Summary:

The Project Administrator plays a critical role in driving the success of strategic initiatives by providing high-level administrative and operational support to project teams and governance committees. Leveraging 3–5 years of experience in project coordination and executive-level support, this role ensures seamless execution of project activities, alignment with organizational priorities, and effective stakeholder engagement. The incumbent operates with a high degree of autonomy and professionalism, regularly interfacing with senior leaders and cross-functional teams to facilitate decision-making, maintain governance standards, and support continuous improvement efforts.

Essential Job Duties and Responsibilities:

• Support and maintain the standards of the enterprise change management process and team.

• Agenda Development and Management: Oversee the development and maintenance of agendas for project meetings and committee sessions, ensuring alignment with strategic objectives and stakeholder priorities.

• Meeting Documentation: Capture and clearly document meeting outcomes, including key decisions, assigned action items, and follow-up tasks. Ensure timely distribution and proper storage of records to promote transparency and accountability.

• Schedule and Calendar Coordination: Manage complex scheduling needs across multiple stakeholders, including executives, project leads, and committee members. Anticipate conflicts and proactively resolve scheduling challenges.

• Meeting Facilitation: Proactively manage the scheduling of meetings, taking into account the availability and priorities of executives and project team members. Utilize scheduling tools to ensure efficient coordination and alignment with project timelines.

• Project Governance: Collaborate with project and cross-functional team members to analyze, develop, and maintain governance frameworks that support effective oversight and decision-making. Ensure all governance activities align with internal policies, regulatory requirements, and industry best practices.

• Executive Engagement: Serve as a liaison between project teams and executive stakeholders, facilitating communication, providing updates, and ensuring alignment across functions.

• Reporting and Presentation Development: Prepare high-quality reports, dashboards, and presentations to support project tracking, executive briefings, and committee reviews.

• Process Optimization: Partner with team members to evaluate and improve administrative processes and project workflows. Analyze potential issues or gaps in current processes and apply analytical thinking and operational insight to implement enhancements that drive efficiency, strengthen execution, and improve the stakeholder experience.

• Comply with all company policies and procedures.

• Maintain regular and punctual attendance.

Other Job Duties and Responsibilities:

Performs other related duties as assigned.

Supervisory Responsibilities:

This position is an individual contributor.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Proficiency in project management software and tools (e.g., Microsoft Office Suite, project scheduling tools).

• Familiarity with project management methodologies and best practices. 

•  Ability to work independently, prioritize tasks, and manage time effectively.

• Ability to identify issues, find creative solutions, and keep the project on track.

• Comfortable interacting with executives and senior management.

• Build strong relationships with stakeholders at all levels.

Education and/or Experience:

• Bachelor’s degree in Business Administration, Project Management, or a related field and 3-5 years of experience in project administration or a similar role or equivalent combination of education and experience.

Certificates, Licenses, Registrations:

None Required

Work Complexity:

Problems and issues faced are difficult and complex, and may require understanding of broader set of issues. Problems typically involve consideration of multiple issues and understanding of the financial/mortgage industry. Problems are typically solved through drawing from prior experience and analysis of issues.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed in a typical interior office work environment which does not subject the employee to any hazardous or unpleasant elements. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Equal Employment Opportunity:

The company is committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, color, sex, marital status, sexual orientation, gender identity or expression, pregnancy, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws.

Americans with Disabilities Act:

Applicants as well as employees who are or become disabled must be able to satisfactorily perform the essential job functions of the position either with or without reasonable accommodation. Applicants as well as employees are encouraged to meet with Human Resources as the organization shall review reasonable accommodations on a case-by-case basis in accordance with applicable law.

Job Responsibilities:

The statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job and should not be considered as an all-inclusive list of all the work requirements of the position. The company may change the specific job duties with or without prior notice based on the needs of the organization.