Project Administrative Assistant (Milwaukee, WI)

Our Customer is an American financial services mutual organization based in Milwaukee. The financial security company provides consultation on wealth and asset income protection, education planning, retirement planning, investment advisory services, financial planning trust and private client services, estate planning and business planning. Its products include life insurance, permanent life insurance, disability income, and long-term care insurance; annuities; investments; and investment advisory products and services.

Our Customer is looking for a Project Administrative Assistant on a contract basis to help support their business needs. This role is on-site in Milwaukee, WI.

Responsibilities:

• Prioritize requests, align needs with appropriate support, and resolve issues independently when outside standard guidelines
• Deliver superior customer service to internal and external guests to ensure a positive experience
• Provide event requirements to catering, facilities, AV, and security teams to ensure fulfillment of client needs
• Follow through on client requirements, ensuring availability of space and making adjustments directly with clients as needed
• Respond promptly to customer requests by email, phone, or in-person meetings, offering suggestions and timely resolutions
• Use event reservation systems to book and track events, including managing room signage systems
• Distribute Banquet Event Orders (BEOs) to clients and support teams for coordinated event execution
• Support programs by tracking attendance, updating documentation on roles and processes, and providing on-site assistance
• Create PowerPoint presentations, take meeting notes, and track and document tasks
• Organize large meetings and conferences, including room set-up and coordination with stakeholders
• Provide project support ranging from clerical activities, such as meeting scheduling, to higher-level activities such as project management and budget support
• Develop tools to simplify project management processes, including templates, budgeting tools, and deliverable checklists
• Write or edit project documents such as scope definitions, risk assessments, requirements definitions, and requests for proposals
• Define and document project management processes and research issues as needed
• Manage change control and defect tracking, when applicable
• Prepare and deliver light reporting in Excel and maintain strong spreadsheet proficiency

Qualifications

• 5+ years of experience in project support, project coordination, or project management frameworks
• Proficiency in Microsoft Excel with the ability to create light reports
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Proven ability to multitask and manage deadlines in a fast-paced environment
• Experience providing event coordination support and working with cross-functional support teams (catering, facilities, AV, security)
• Strong customer service skills with the ability to build rapport with stakeholders

Hours:

• Monday through Friday, 7:30 am - 3:30 pm (Hours may vary depending on business needs). Ideally, this person should be flexible with the hours since event times fluctuate. Start times could be as early as 7:00 am or later night events, as well as a handful of weekends.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.