Tasks of the Project Assistant

The job description of a project assistant includes this activity as a priority. And for good reason: a project assistant is the right-hand man to the project manager, so there is a lot that can be included in this role. It covers practically any activity that the project manager asks the project assistant to carry out. 

For example, the project assistant is responsible for preparing, reproducing and distributing the project meeting materials to the project participants. In addition, the project assistant will also carry out a significant part of the unforeseen ad-hoc tasks. This, and the wide range of activities that the project as a whole involves, means that the project assistant is usually a well-trained, experienced "old hand" with a strong professional background. 

The tasks of the project assistant in terms of organisation

• From project design to closure and evaluation, working to achieve project objectives

The project assistant is - to use a metaphor - like the deck master, already on board the ship when it is still in port waiting to leave. At the end of the voyage, he is one of the last to leave the deck. The assistant is involved in the planning of the project as much as in its implementation and evaluation after its completion. 

• Coordinate the work of the members involved in the project

The project assistant knows the tasks and work of each member of the team. He/she supports them with up-to-date information to coordinate their work. In this sense, she acts like a project coordinator.

• Prioritises and delegates tasks

The Project Assistant collects and processes information generated during the implementation of the project. On this basis, he/she prioritises the tasks to be carried out but not yet completed, in accordance with the instructions of the project manager. If necessary, he delegates them to the appropriate project member. 

• Tracks and alerts on project tasks, deadlines

As mentioned above, the project assistant has a complete overview of the project, and this also applies to the deadlines set for the project. The project assistant's role is to monitor the status of tasks and deadlines, to warn those responsible if necessary, and to hold them to account. If necessary, informing the project manager. 

• Participate in the preparation and organisation of project-related events and activities

It helps with project-related events, such as: 

• • project meetings,
  • internal or external meetings, 
  • working lunches, meetings,
  • presentations, 
  • preparing and organising reports, press conferences, etc.

Communication tasks of the project assistant

• Liaising with external partners and internal staff

Keeping external partners up to date on the status of the project and coordinating the activities of internal staff and external partners. 

• Informing and informing project participants

Forwarding information, documents, emails, etc. that are essential for the smooth implementation of the project. If a department or a member of staff does not have access to important information or background material, or cannot find an e-mail, it is usually the project assistant who knows the source and location of the information. 

In addition to the above, this includes any task or participation in such tasks which:

• helps to present the project and communicate its results widely, 
• is linked to the information tasks required by the project. 

Financial tasks of the Project Assistant