"Alerted.org

Job Overview:

The Project/Program Assistant role combines essential administrative support with active involvement in project coordination, technical assistance, and strategic business initiatives. This position offers a dynamic blend of administrative excellence, office management, and contributions to project and business process improvements. The ideal candidate is detail-oriented, technically adept, and eager to contribute towards overall business goals while effectively managing daily operational tasks.

Key Responsibilities/Accountabilities:

Administrative & Office Operations:

+ Performs varied administrative duties, including scheduling meetings, managing calendars, coordinating travel, processing expenses, and composing professional correspondence.

+ Manages office procurement, including supplies, equipment, and processing invoices (Credit/Purchase Card purchases), ensuring accuracy and timely payments.

+ Oversees desk reservations, new hire onboarding logistics, badge requests, parking fobs, guest management, and shipping/mail distribution.

+ Acts as primary liaison for building property management, office facilities, vendors, and visitors.

Project & Program Support:

+ Supports Project and Program Managers by coordinating meetings, documenting decisions, tracking project timelines, deadlines, and deliverables.

+ Supports Projects and Programs with invoice submittals and document assembly and production. Assists in proposal submittals and is responsible for document organization and repositories such as issuance of document control systems and records filing.

+ Provides hands-on assistance with Customer Relationship Management (CRM) implementations and data management projects, including defining data fields, workflow optimization, and stakeholder collaboration.

Corporate Sustainability & Strategic Initiatives:

+ Actively participates in employee resource groups and strategic business teams, assisting with organizing meetings, tracking initiatives, and maintaining related documentation.

+ Supports strategic business initiatives through data analysis, reporting, and involvement in continuous improvement projects.

Facility & Safety Management:

+ Serves as Floor Warden, coordinating emergency response activities and routine safety equipment inspections (First Aid, Automated External Defibrillator (AED), Fire Extinguishers).

+ Maintains organized, compliant records related to facility operations and emergency preparedness.

Stakeholder Communication & Team Engagement:

+ Engages professionally and proactively with senior leadership and internal team members.

+ Coordinates office events, social activities, and office IT support, and assists in HR-related tasks such as I9 verifications.

Basic Qualifications:

+ Bachelor's degree in Business Management Information Systems, Business Administration, or related field preferred.

+ Minimum of 2 years administrative or customer support experience.

+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams), and familiarity with tools such as Concur, highly desired.

+ Technical aptitude with exposure to data management, CRM implementation, Agile methodologies, and workflow automation considered advantageous.

+ Proven organizational skills, attention to detail, and ability to manage competing priorities effectively.

+ Strong interpersonal skills with the ability to communicate professionally at all organizational levels.

+ Ability to handle confidential information with discretion and good judgment.

Why This Role Stands Out:

+ Ideal for candidates seeking a meaningful blend of administrative stability and involvement in impactful business and sustainability projects.

+ Provides an excellent growth path for individuals aiming to expand their project management understanding, technical skills, project management capabilities, and business acumen in a supportive and dynamic environment.

ABOUT APTIM

APTIM is committed to accelerating the transition toward a clean and efficient energy economy, building a sustainable future for our communities and natural world, and creating a more inclusive and equitable environment that celebrates the diversity of our communities. We specialize in environmental, resilience, and sustainability and energy solutions, as well as technical and data solutions, program management, and critical infrastructure. For every challenge our clients face, there is an opportunity for APTIM to innovate a fit-for-purpose solution that will raise your organization or community to a new standard of excellence.

What you can expect from APTIM:

+ Work that is worthy of your time and talent

+ Respect and flexibility to live a full life at work and at home

+ Dogged determination to deliver for our clients and communities

+ A voice in making our company better

+ Investment into your personal and professional development

As of the date of this posting, a good faith estimate of the current pay range for this position is $27.00 to $30.00 per hour. Compensation depends on several factors including: experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.

Employee Benefits

APTIM Federal Services is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace https://aptim.makeityoursource.com/ .

+ Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and 10+ carriers to find the right benefits that work for them in their location.

+ Life insurance

+ Short-term and long-term disability insurance

+ Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)

+ 401(k) APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in. The details of the largest plan are found here:

+ APTIM 2025 401(k) Plan Features (makeityoursource.com) (https://aptim.makeityoursource.com/getattachment/eaa3a0a0-e46b-447b-b8b7-18f2fbf26eae/APTIM-401k-Plan-Features.pdf)

+ APTIM - Helpful Documents

Watch our video:

About APTIM - In Pursuit of Better

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

Applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may make their request known by e-mailing [email protected] or calling 855.343.5600 for assistance.

EOE/Vets/Disability