Project Manager- Healthcare/Clinical, Cybersecurity/Infrastructure Projects

Project Manager / Personal Assistant (Part-Time, 20–40 Hours/Week)


I am seeking a highly organized and proactive Project Manager / Personal Assistant to support me across various operational and administrative functions. The ideal candidate will work 20 to 40 hours per week and must be comfortable managing multiple responsibilities with close supervision. This role is ideal for someone who is detail-oriented, communicates clearly, and can drive follow-ups and accountability across ongoing initiatives.

Key Responsibilities
MEETING MANAGEMENT & DOCUMENTATION
-Review all scheduled meeting recordings i have attended and write clear, concise meeting notes in draft with meeting participants

- Document status report for all projects. Total of 8-12 projects (You will not be driving. I will be driving)

-Submit meeting summaries for my review within 24 hours.

-Listen to recordings of past meetings to extract key takeaways using AI tools and summarize:

-Action Items (with owners and due dates)

-Risks and Issues

-Decisions made

-Follow-ups and Next Steps

-Key callouts or concerns

PROJECT REPORTING & TRACKING

-Create and maintain program dashboards every monday that reflect progress, blockers, KPIs, and deadlines.

-Track all open items in a centralized log (RAID: Risks, Actions, Issues, and Decisions) and update them regularly.

-Monitor deadlines, follow up on overdue tasks, and escalate as needed.

CALENDAR & MEETING COORDINATION

-Proactively schedule meetings based on availability and project urgency.

-Ensure agendas are sent out before meetings and include relevant topics, goals, and materials.

-Coordinate rescheduling, cancellations, and ad-hoc sessions when required.

AGENDA & PREP WORK

-Draft structured meeting agendas in advance, tailored to the objective and audience.

-Prepare briefing notes, talking points, or materials to support high-impact conversations.

Required Skills & Qualities
Strong communication and note-taking skills

Experience using tools like Google Calendar, Zoom, Microsoft Teams, and AI-powered transcription tools (e.g., Otter, Fireflies, etc.)

Ability to use or learn dashboards and PM tools (e.g., Notion, ---------- , Asana, Smartsheet)

High attention to detail, ability to prioritize, and follow up without micromanagement

Proactive, organized, and self-directed

Preferred
Background in project management or executive support

Familiarity with creating executive-level reports

Experience working remotely and across different time zones