Administrative Project Trainee
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Administrative Trainee
Allworld Project Management (AWPM) is an Engineering & Construction Project Management Firm on a mission “to exceed client's expectations by delivering value added solutions one task at a time.” We are looking to add an Administrative Trainee to our dynamic team. AWPM is based in Downtown Memphis, TN. This position is part-time in Memphis, TN.
Position Summary:
The Administrative Trainee will provide administrative, communications, marketing, video content, research, and organizational support to the leadership team while gaining hands-on professional experience in a fast-paced engineering, project management, and consulting environment. This position supports weekly executive priorities by helping organize tasks, track follow-ups, prepare communications, coordinate meetings, conduct research, present findings, support light project management activities, and assist with special projects assigned by leadership.
The ideal candidate is organized, detail-oriented, professional, technologically savvy, and eager to learn business operations, marketing, communications, executive administration, digital content development, research, responsible AI use, and project coordination. Strong oral communication, verbal presentation, and written communication skills are essential for success in this role.
Essential Functions:
- Create, maintain, and update spreadsheets, databases, and reports.
- Prepare documents, presentations, correspondence, and meeting materials.
- Assist with tracking executive calendars for time reporting purposes.
- Monitor and report executive time utilization metrics.
- Coordinate meeting logistics and distribute meeting invitations.
- Attend meetings and accurately capture meeting minutes, action items, and follow-up tasks.
- Prepare summaries and follow-up communications after meetings.
- Assist with weekly executive task tracking, priority lists, deadline reminders, and follow-up items to help leadership stay organized and accountable.
- Assist with company branding initiatives and marketing campaigns.
- Assist with website and digital content updates.
- Capture, organize, and produce basic video content for company communications, social media, community engagement, internal updates, and leadership messaging.
- Perform light video editing, including trimming clips, adding captions or titles, organizing footage, preparing short-form videos, and making basic audio or visual adjustments consistent with AWPM branding.
- Develop social media content consistent with company branding standards.
- Create graphics, posts, stories, and promotional content
- Monitor engagement and respond appropriately to comments and messages.
- Support cross-functional projects assigned by leadership.
- Manage assigned special projects by organizing project information, tracking milestones, coordinating updates, documenting action items, and preparing status summaries for leadership review.
- Conduct research and compile information for business initiatives, special projects, marketing opportunities, community engagement efforts, competitive intelligence, vendor options, and executive decision-making.
- Analyze information from multiple sources and present findings in clear, concise formats, including written summaries, comparison tables, presentation slides, talking points, and recommendation briefs.
- Use AI tools appropriately and responsibly to improve productivity, draft initial content, summarize information, organize research, support brainstorming, and enhance workflow efficiency while maintaining accuracy, confidentiality, and professional judgment.
- Draft clear written communications, including emails, brief summaries, announcements, social media captions, meeting follow-ups, and internal updates.
- Participate in process improvement efforts and operational support activities.
- Manage multiple and changing priorities to meet deadlines.
Qualifications:
Education – We are seeking candidates that are pursuing a bachelor’s degree from an accredited college or university. Must be enrolled and actively pursuing a college or university degree and must maintain a minimum GPA of 2.5; recommended majors include but not limited to Business Administration, Marketing, Communications, Public Relations, Project Management, or other related fields of study.
Skills – Exceptional organizational skills with attention to detail; strong oral, verbal, and written communication skills; comfort with Microsoft Office applications; ability to prepare professional correspondence, summaries, presentations, and research briefs; ability to evaluate information, synthesize findings, and present recommendations clearly; basic familiarity with social media platforms, digital content creation, light video editing tools, and appropriate AI-enabled productivity tools is preferred.
Competencies:
- Highly organized and detail oriented.
- Ability to prioritize and multi-task.
- Proven ability to solve problems, make decisions, and resolve conflicts.
- Self-motivated and takes initiative.
- Ability to work independently.
- Communicates clearly, professionally, and confidently in both verbal and written formats.
- Ability to manage special projects, shifting priorities, and time-sensitive assignments with limited supervision.
- Ability to research unfamiliar topics, verify information, organize findings, and present recommendations in a clear and professional manner.
- Demonstrates responsible use of AI tools by reviewing outputs for accuracy, protecting confidential information, avoiding overreliance, and using sound judgment before sharing or acting on AI-assisted work.
Working conditions:
- Position requires a minimum commitment of 20 hours per week.
- Work may be performed through a hybrid schedule of in-person and remote work, subject to leadership approval and based on business needs, meeting schedules, project assignments, and performance expectations.
- In-person work may include office support, meetings, event preparation, video/content capture, and project coordination activities.
- Required to sit for extended periods of time and may involve walking, lifting, and carrying items.
ALLWORLD is an organization committed to diversity and inclusion to drive our business results and create a better future for our teams, customers, partners, and communities that we serve. We believe a diverse workforce allows us to match our growth ambitions across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against based on disability.
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