Project Assistant

About the Role

This is a hands-on, on-site, full-time role in Rochester, NY. You will partner with multiple teams and business units, helping coordinate timelines, streamline workflows, and ensure key milestones are delivered on schedule. This role offers variety, practical experience, and a strong foundation in project coordination.

Key Responsibilities

• Support the planning, scheduling, and delivery of projects across multiple business divisions.
• Build and update project timelines, task checklists, resource logs, and status trackers.
• Partner with internal teams and supervisors to keep project deliverables moving on schedule.
• Organize project check-ins, draft agendas, capture meeting notes, and track follow-up actions.
• Track project milestones, due dates, and outputs, providing timely status updates to stakeholders.
• Spot potential scheduling bottlenecks or workflow risks early and help implement practical fixes.
• Coordinate with outside vendors, service partners, and suppliers as needed.
• Assist with the rollout of new software tools, operational procedures, and internal initiatives.
• Help evaluate and refine existing team workflows to boost day-to-day productivity.
• Compile project summaries, status reports, slide decks, and reference documentation.
• Assist with tracking project supplies, expenses, and budget allocations where required.
• Keep project folders organized and verify that assigned action items are completed thoroughly.
• Provide cross-departmental support for ongoing coordination and administrative needs.
• Contribute to continuous improvement efforts and special operational projects as they arise.

Requirements & Tech Stack

• Microsoft Office proficiency—especially Excel, Word, and PowerPoint.
• Ability to quickly pick up new software platforms and project tracking tools.

Qualifications

• Prior experience in project support, office administration, operations, or a related field, though driven entry-level candidates are strongly encouraged to apply.
• Strong organizational and prioritization skills.
• Clear, professional written and verbal communication abilities.
• Comfort collaborating with diverse teams, managers, and external partners.
• The ability to balance multiple assignments, adapt to shifting priorities, and meet deadlines.
• Keen attention to detail paired with a practical mindset for solving everyday challenges.
• A self-starting attitude and readiness to take initiative.
• An adaptable, team-first approach and willingness to pitch in wherever needed.
• An associate's or bachelor's degree in business, project management, or a related discipline is a plus, though not required.