Project Coordination for Administrative Assistants Course

Introduction

The Project Coordination for Administrative Assistants course is designed to equip administrative and executive support staff with essential project coordination skills, enabling them to contribute effectively to planning, execution, and monitoring of team and departmental initiatives.

This practical course introduces participants to the fundamentals of project management, including setting objectives, managing timelines, tracking progress, coordinating resources, and supporting communication among stakeholders. It emphasizes the critical role administrative assistants play in ensuring smooth operations, maintaining documentation, organizing meetings, and following up on action items.

Through hands-on activities, real-world scenarios, and practical tools, participants will build confidence in supporting project workflows, managing competing priorities, and aligning their administrative tasks with broader project goals. The course also highlights the importance of collaboration, flexibility, and proactive problem-solving in project environments.

By the end of the course, learners will have the knowledge and confidence to serve as reliable project coordinators, helping their teams deliver successful outcomes on time and within scope.

Duration

5 days

Who should Attend?

This course is ideal for:

·       Administrative and Executive Assistants who support teams and leaders involved in projects and want to enhance their coordination skills.

·       Office Coordinators and Clerical Staff who assist with organizing tasks, timelines, and resources across departments.

·       Personal Assistants seeking to contribute more strategically to planning and project execution for their executives.

·       Project Support Staff who handle documentation, meeting logistics, and communication throughout a project’s lifecycle.

·       New or Aspiring Project Assistants looking to gain foundational skills in project coordination and workflow management.

·       Team Secretaries and Operations Support Personnel involved in scheduling, reporting, and resource alignment for ongoing initiatives.

·       Any administrative professional aiming to expand their role and become an integral part of project-driven environments.

Course Objectives

By the end of this course the learners should be able to:

·       Understand the fundamentals of project coordination and the administrative assistant’s evolving role in supporting project-based work.

·       Learn how to assist in planning project activities, including defining objectives, setting timelines, and organizing key milestones.

·       Gain practical skills in managing project documentation, tracking progress, and maintaining clear communication among stakeholders.

·       Use common project management tools and software to support scheduling, task tracking, and collaboration (e.g., Excel, Trello, Asana).

·       Develop the ability to prioritize and multitask effectively, especially when balancing daily responsibilities with project demands.

·       Support budget tracking and resource coordination by maintaining accurate records and helping teams stay aligned with project goals.

·       Assist in organizing and facilitating project meetings, preparing agendas, recording minutes, and following up on action items.

·       Identify potential risks and bottlenecks early, and contribute to proactive problem-solving within the project team.

·       Improve communication and collaboration skills to work efficiently with project managers, team members, and cross-functional departments.

·       Build confidence in contributing to successful project outcomes, becoming a reliable and resourceful member of any project team.

Course Outline

Module 1: Introduction to Project Coordination

• The evolving role of administrative professionals in project environments
• Key project terms and concepts (scope, timeline, stakeholders, deliverables)
• Overview of the project lifecycle (Initiation, Planning, Execution, Monitoring, Closure)
• Distinguishing between project coordination and project management

Module 2: Planning and Organizing Projects

• Assisting in defining project objectives, scope, and success criteria
• Creating and managing task lists and timelines
• Coordinating calendars, resources, and schedules
• Supporting the setup of project plans using practical templates

Module 3: Supporting Project Communication

• Managing communication among stakeholders and project teams
• Preparing meeting agendas and recording effective minutes
• Communicating updates, changes, and action items clearly
• Coordinating internal and external correspondence

Module 4: Monitoring Progress and Maintaining Documentation

• Tracking tasks, milestones, and deadlines
• Creating and maintaining project files (digital and physical)
• Updating status reports and assisting with progress summaries
• Following up on assigned tasks and deliverables

Module 5: Tools and Technology for Project Support

• Introduction to digital tools: Microsoft Excel, Trello, Asana, or Microsoft Teams
• Using spreadsheets to track tasks, budgets, and schedules
• Setting up shared folders and version control (e.g., OneDrive, Google Drive)
• Leveraging calendars and reminders for workflow optimization

Module 6: Managing Time, Priorities, and Multitasking

• Techniques for balancing daily duties with project responsibilities
• Prioritization frameworks (e.g., Eisenhower Matrix, ABCDE method)
• Reducing administrative bottlenecks in project workflows
• Delegating appropriately and communicating availability

Module 7: Supporting Budgeting and Resource Tracking

• Assisting in basic project budgeting and expense reporting
• Tracking resource usage and administrative spending
• Coordinating vendor communications and supply needs
• Monitoring costs against project plans

Module 8: Identifying Risks and Problem Solving

• Recognizing early warning signs of issues or delays
• Supporting the team in resolving scheduling and communication breakdowns
• Escalating concerns appropriately and constructively
• Participating in proactive and collaborative problem-solving

Training Approach

This course will be delivered by our skilled trainers who have vast knowledge and experience as expert professionals in the fields. The course is taught in English and through a mix of theory, practical activities, group discussion and case studies. Course manuals and additional training materials will be provided to the participants upon completion of the training.

Tailor-Made Course

This course can also be tailor-made to meet organization requirement. For further inquiries, please contact us on: Email: training@upskilldevelopment.com Tel: +254 721 331 808

Training Venue

The training will be held at our Upskill Training Centre. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, training materials, two break refreshments, and buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with Upskill certificate upon completion of this course.

Airport Pickup and Accommodation

Airport pickup and accommodation is arranged upon request. For booking contact our Training Coordinator through Email: training@upskilldevelopment.com, +254 721 331 808

Terms of Payment

Unless otherwise agreed between the two parties payment of the course fee should be done 3 working days before commencement of the training so as to enable us to prepare better.