Provides senior administrative and project-coordination support to a corporate PMO and capital construction projects. Responsibilities include maintaining project records and document control, coordinating meetings, preparing minutes and reports, tracking actions, risks, issues, deliverables, invoices, changes, and closeout activities. The role supports project managers, schedulers, contractors, vendors, and stakeholders while maintaining project information in Primavera Cloud and other systems.
MATRIX is seeking a highly skilled and experienced Sr Administrative Assistant to join our dynamic team. In this position, the Sr Administrative Assistant will support the client in the corporate Project Management Office and assigned capital construction projects by coordinating project documentation, meetings, communications, reporting, action items, and administrative processes. This individual will work closely with project managers, project-controls personnel, engineering, procurement, construction teams, contractors, vendors, and client stakeholders.
The Sr Administrative Assistant will help maintain organized and accurate project information, follow up on commitments, and ensure the project team has timely access to current documentation. The role requires a proactive, detail-oriented professional who can manage multiple priorities and provide consistent administrative support across complex projects.
DURATION: 12 Months
WORK SCHEDULE: TBD
LOCATION: Remote with light travel to select sites
ESSENTIAL FUNCTIONS & RESPONSIBLITIES:
- Provide administrative and coordination support to project managers, project-controls personnel, and the corporate PMO.
- Organize and maintain project files, correspondence, reports, meeting records, contracts, purchase orders, invoices, change documentation, and other project records.
- Maintain project document-control practices, including file naming, version control, distribution, review status, and retention.
- Schedule project meetings and coordinate invitations, agendas, presentation materials, meeting logistics, and required attendees.
- Attend project meetings, prepare accurate meeting minutes, document decisions, and distribute meeting records promptly.
- Maintain action-item, decision, issue, and deliverable logs and follow up with responsible parties regarding upcoming or overdue commitments.
- Assist with the preparation and distribution of weekly and monthly project reports, dashboards, status summaries, and executive presentations.
- Collect project updates from engineering, procurement, construction, contractors, vendors, and other stakeholders.
- Support project managers in monitoring key deliverables, milestones, approvals, and upcoming deadlines.
- Enter, update, and maintain project information within Oracle Primavera Cloud and other approved project-management systems.
- Support the administration of project schedules by coordinating status information and maintaining supporting documentation under the direction of project managers and schedulers.
- Assist with procurement and contracting activities by maintaining requisition, purchase order, contract, invoice, and vendor-tracking logs.
- Coordinate invoice routing, review, coding, approval, and status follow-up with the appropriate project and financial stakeholders.
- Maintain project change logs and organize documentation supporting proposed, pending, approved, and rejected changes.
- Support risk and issue management by maintaining registers, documenting updates, and following up on assigned mitigation actions.
- Track project staffing, onboarding, access, training, travel, equipment, and mobilization requirements when assigned.
- Coordinate the preparation, review, approval, and distribution of project documents and deliverables.
- Assist with onboarding contractors, consultants, and project team members into established project processes and systems.
- Maintain current stakeholder, contractor, vendor, and project-team contact information.
- Help ensure project documentation and records are complete, accurate, current, and audit-ready.
- Support project closeout by organizing final documentation, tracking outstanding items, and assisting with the completion and archiving of project records.
- Identify administrative or process gaps and recommend practical improvements to PMO procedures, templates, and workflows.
- Handle confidential project, commercial, personnel, and financial information appropriately.
REQUIRED QUALIFICATIONS:
- Experience providing administrative or project-coordination support within a project-based environment.
- Strong organizational skills and demonstrated attention to detail.
- Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously.
- Experience maintaining project documentation, meeting minutes, action logs, reports, and electronic filing systems.
- Ability to prepare clear, accurate, and professional written communications and meeting records.
- Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or comparable business applications.
- Ability to learn and effectively use project-management, document-control, procurement, and financial systems.
- Strong interpersonal and communication skills with the ability to work effectively across multiple departments and organizational levels.
- Ability to work independently, anticipate project-team needs, and follow assignments through completion.
- Ability to handle sensitive and confidential information with discretion. Experience developing and analyzing earned value metrics and performance indicators.
- The ability to communicate well both verbally and written as a business necessity to ensure the safe and efficient operations of business. Clear, concise, and effective fluency in the English language is essential.
PREFERRED QUALIFICATIONS:
- Experience supporting major capital, construction, engineering, or manufacturing projects.
- Experience working within a corporate PMO or supporting multiple projects.
- Familiarity with Oracle Primavera Cloud or comparable project-management software.
- Experience supporting project managers, schedulers, cost analysts, or project-controls teams.
- Familiarity with procurement, contracting, purchase orders, invoicing, change management, and project closeout.
- Experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial projects.
- Familiarity with document-control standards and construction project documentation.
The base pay range for this role is $41.23 – $42.77 per hour.
Apply for the position and join a company built on a foundation of excellence with employees who continue to grow and thrive with us. MATRIX is a proud Service Disabled Veteran Owned Business and an Equal Opportunity Employer.
Similar Jobs
Artificial Intelligence • HR Tech • Information Technology • Software • Business Intelligence
Sells Qualtrics' SaaS experience management platform to large healthcare payer organizations. Develops executive relationships, acquires and manages strategic accounts, negotiates complex contracts, exceeds quotas, analyzes competitors, creates proposals and pricing, and collaborates with professional services and implementation teams to close enterprise engagements. Requires healthcare payer sales experience, strong SaaS sales expertise, MEDDIC/MEDDPICC familiarity, Salesforce proficiency, and travel up to 50%.
Top Skills:
Qualtrics Experience ManagementSaaSSalesforce
Artificial Intelligence • eCommerce • Fintech • Payments • Retail • Software • Analytics
Own QA strategy and release quality for POS, back-office, and payments products. Build automated unit, integration, API, contract, and end-to-end tests; integrate testing into GitHub Actions; validate hardware, offline modes, payment flows, and upgrades; establish release gates and test environments; monitor quality metrics; reproduce merchant issues; and coach engineers on testable design and quality practices.
Top Skills:
AndroidAPIsAppiumCapybaraCiCrashlyticsCypressEspressoGithub ActionsJavaKotlinLaunchdarklyMaestroPactPlaywrightPosPosthogPythonRuby on RailsRspecRubySentryTypescript
Information Technology • Cybersecurity
Lead enterprise automation and agentic AI initiatives, owning the automation and integration stack and Center of Excellence. Build secure, reusable workflows and integration frameworks using platforms such as Zapier, Claude, and Glean. Establish governance, standards, documentation, and prioritization practices while partnering with IT, innovation teams, engineers, business stakeholders, and executives. Identify operational inefficiencies, develop automation roadmaps, and deliver scalable systems with secure data handling, access controls, human oversight, and measurable business impact.
Top Skills:
Api IntegrationsClaudeGleanJavaScriptAzureMicrosoft EntraMicrosoft IntunePythonTypescriptZapier
What you need to know about the Los Angeles Tech Scene
Los Angeles is a global leader in entertainment, so it’s no surprise that many of the biggest players in streaming, digital media and game development call the city home. But the city boasts plenty of non-entertainment innovation as well, with tech companies spanning verticals like AI, fintech, e-commerce and biotech. With major universities like Caltech, UCLA, USC and the nearby UC Irvine, the city has a steady supply of top-flight tech and engineering talent — not counting the graduates flocking to Los Angeles from across the world to enjoy its beaches, culture and year-round temperate climate.
Key Facts About Los Angeles Tech
- Number of Tech Workers: 375,800; 5.5% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Snap, Netflix, SpaceX, Disney, Google
- Key Industries: Artificial intelligence, adtech, media, software, game development
- Funding Landscape: $11.6 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Strong Ventures, Fifth Wall, Upfront Ventures, Mucker Capital, Kittyhawk Ventures
- Research Centers and Universities: California Institute of Technology, UCLA, University of Southern California, UC Irvine, Pepperdine, California Institute for Immunology and Immunotherapy, Center for Quantum Science and Engineering
