Project & Administrative Assistant
Brookaire Company
full-time
Posted on:
Location Type: Office
Location: Charlottesville • Virginia • 🇺🇸 United States
Visit company websiteSalary
💰 £32,000 - £38,000 per year
Job Level
Junior
About the role
- Provide administrative and coordination support across the Research and Policy teams, ensuring smooth daily operations and timely delivery
- Manage contracts, invoices, and vendor payments with precision, using systems such as NetSuite and CLX
- Prepare, track, and manage Statements of Work (SOWs), Master Service Agreements (MSAs), and purchase orders in compliance with CFA Institute policies
- Coordinate meetings, travel, and event logistics for senior leaders, ensuring seamless execution and follow-up
- Maintain accurate records for the Research and Policy Center (RPC) advisory and technical committees
- Draft and format presentations, reports, and communications aligned with brand and professional standards
- Serve as a key liaison with internal teams and external partners, ensuring clarity, accuracy, and responsiveness in all interactions.
Requirements
- Bachelor’s degree or equivalent combination of education and experience
- Proven work experience in administrative coordination, ideally within a corporate, academic, or research-based organisation
- Strong organisational and time management skills, with the ability to prioritise multiple tasks and meet competing deadlines
- Demonstrated experience in finance and vendor administration, including invoicing, contracting, and supplier payments
- Experience in project coordination, with the ability to identify what is needed for project success and create appropriate schedules for timely delivery
- Excellent stakeholder management skills, comfortable liaising with internal and external senior stakeholders such as academics, consultants, and industry leaders
- Proficiency in Microsoft Office, with experience using Workday, Salesforce, NetSuite, and Concur preferred but not required; familiarity with workflow or project management systems such as JIRA is desirable
- A proactive, detail-focused approach with sound judgement, professionalism, and a collaborative mindset.
Benefits
- Comprehensive health coverage for you and your family
- Generous leave and time off
- Competitive retirement plans
- Flexible work options
- Wellness, education, and support programs
- Eligibility for an annual incentive bonus
- 12% employer contribution to a pension plan
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative coordinationfinance administrationvendor administrationcontract managementinvoicingproject coordinationstakeholder managementtime managementorganisational skills
Soft skills
proactive approachdetail-focusedsound judgementprofessionalismcollaborative mindset
Certifications
Bachelor’s degree