Project Assistant

Job Description

Job Summary

The Project Assistant will provide essential coordination, administrative, documentation, and digital workflow support to EcoGreen's Transformation Project Manager. The role involves maintaining project trackers, monitoring milestones and deadlines, collecting updates from department heads, supporting grant and investor documentation, coordinating management meetings, preparing progress dashboards, and assisting with ERP adoption. The successful candidate will help ensure that transformation activities are well organized, accurately documented, and delivered on schedule.

Key Responsibilities

Project Tracking and Delivery Support

• Maintain and update the Master Transformation Tracker (using Excel/Google Sheets/ERP) on a daily basis.
• Track milestones, deadlines, and deliverables for the 5 expansion pillars (Expansion, Operations, HR, Governance, Partnerships).
• Follow up professionally with department heads (Factory, Finance, HR) to collect status updates and evidence of completed tasks.
• Flag overdue tasks or bottlenecks to the Project Manager immediately.

Grant and Document Preparation

• Assist in formatting grant proposals, concept notes, and presentations (making sure documents look professional and meet funder guidelines).
• Organize and maintain the digital "Data Room" for investors and donors (audited financials, company profiles, valuation reports).
• Proofread documents for typos, formatting, and consistency before they go to the CEO.

Meeting Coordination and RAG Reporting

• Schedule and coordinate the weekly CEO review meetings and monthly management reviews.
• Take clear, concise minutes during meetings and immediately convert them into action items with owners and deadlines.
• Assist in building the weekly 1-page RAG (Red-Amber-Green) dashboard for the CEO.

ERP and Digital Workflow Support

• Help the PM monitor ERP adoption rates across different departments.
• Help train and support legacy staff on how to use the new digital trackers and systems.
• Maintain organized, cloud-based filing systems for all project documents.

What We Are Looking For

• Education: Bachelor's degree in Business Administration, Project Management, Information Systems, Communications, Economics, or a related field.
• Experience: 1–2 years of relevant experience (or a highly impressive internship track record) in project coordination, administration, or data management.
• Digital Native: You are an absolute wizard with Excel/Google Sheets, PowerPoint, and digital collaboration tools (Trello, Asana, Notion, or similar).
• Hyper-Organized: You do not drop balls. You can juggle 10 different tasks and still remember the deadline for task #7.
• A Great Communicator: You write clearly and professionally in English and Amharic. You can chase a senior manager for a report without making them angry.
• Discretion: You will be handling highly confidential financial and grant data. You must be trustworthy.

Why This Is a Career-Launching Role

• Direct Mentorship: You will work directly under a senior Transformation Manager (a veteran of institutional transformation).
• High-Level Exposure: You will see exactly how a $6M expansion is funded, how international donors think, and how a CEO runs a company.
• Growth: For the right person, this role has the potential to grow into a Project Coordinator or Grants Officer role as the company expands.