Administrative Assistant

Summary: Interstates is a company dedicated to powering industrial facilities and fostering a collaborative work environment. The Administrative Assistant plays a crucial role in communication and coordination across project teams, providing support to project managers and ensuring smooth operations in a fast-paced setting. Responsibilities: - Create, update, and maintain project schedules - Maintain project calendars and key deadlines - Schedule meetings, including invites, logistics, and materials - Take meeting notes, document decisions, and distribute action items - Post notes and updates in appropriate systems to ensure project visibility - Record changes, track progress data, and organize project documentation - Maintain project files, correspondence, and status records - Support information flow between field teams, engineering, and project leadership - Assist with assembling project reports - Support travel planning, expense reports, and onboarding logistics for project team members Required Qualifications: - Create, update, and maintain project schedules - Maintain project calendars and key deadlines - Schedule meetings, including invites, logistics, and materials - Take meeting notes, document decisions, and distribute action items - Post notes and updates in appropriate systems to ensure project visibility - Record changes, track progress data, and organize project documentation - Maintain project files, correspondence, and status records - Support information flow between field teams, engineering, and project leadership - Assist with assembling project reports - Support travel planning, expense reports, and onboarding logistics for project team members - Adaptable mindset — focuses on solutions, not problems - Able to work independently, but also collaborate as needed - Eager to learn and grow within project and service operations - Strong organizational, communication, and time‑management skills - Proficiency with Microsoft Office (Outlook, Teams, Word, Excel) Preferred Qualifications: - Previous experience in project, administrative, or coordination roles preferred Required Skills: Microsoft Office Important Skills: Project coordination, Organizational skills Nice-to-Have Skills: Communication skills, Time-management skills, Problem-solving Benefits: Benefits