Is notarization required?

Most project management assistance agreements do not require notarization to be enforceable, but specific exhibits (e.g., deed transfers) may. Check state law and the transaction type before adding notary requirements.

Can the agreement be signed electronically?

Yes. Electronic signatures meet enforceability tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are established.

Who should sign for a company?

The authorized representative with authority to bind the company should sign; document the signer's title and verify signing authority in your corporate records.

What if a party needs to change scope?

Use a written amendment signed by both parties or a defined change-order process in the SOW to document scope, cost, and schedule adjustments.

How should confidential project data be handled?

Limit access, require encryption, detail permitted uses, and include breach notification timelines. For PHI, include a Business Associate Agreement and HIPAA safeguards.

How do I revoke or cancel the agreement?

Follow termination provisions in the contract; provide required notices, complete closeout obligations, and reconcile final payments per the termination clause.

Electronic Signature
Templates
Project Management
Project Management Assistant Agreement

Project Management Assistant Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROJECT MANAGEMENT ASSISTANT AGREEMENT

Project Identification

Project ID Project Title Client Name Client Address Service Provider Name Service Provider Address Primary Project Manager

Manager Email

Manager Phone

Scope of Work

The Service Provider shall provide project management assistant services for the Project as described below. Services include administrative coordination, schedule tracking, status reporting, risk log maintenance, meeting facilitation, action item tracking, and other tasks expressly agreed in writing.

Detailed Scope of Work Out of Scope

Deliverables and Acceptance

Deliverables will be produced in accordance with the schedule below. Each deliverable will be subject to the stated acceptance criteria. Acceptance occurs when Client provides written acceptance or fails to provide a reasonable rejection notice within five (5) business days of delivery.

Deliverable 1 - Description

Due Date:

Acceptance Criteria

Deliverable 2 - Description

Due Date:

Acceptance Criteria

Deliverable 3 - Description

Due Date:

Acceptance Criteria

Timeline & Milestones

The following timeline captures the anticipated project schedule. Dates are estimates and may be adjusted through the Change Order Process described below.

Anticipated Start Date

Anticipated End Date

Milestone 1

Scheduled Date:

Milestone 2

Scheduled Date:

Milestone 3

Scheduled Date:

Budget & Payment

The Client will compensate the Service Provider in accordance with the fee structure below. Invoices shall reference the Project ID and be payable in the time specified. Expenses pre-approved in writing will be reimbursed.

Total Contract Amount (USD) Deposit / Initial Payment Payment Schedule / Milestone Billing

Late payments may incur interest at the lesser of 1.5% per month or the maximum permitted by law. Disputed invoices must be submitted in writing within ten (10) days of receipt; undisputed portions remain payable.

Change Order Process

Any changes to scope, schedule, or fees shall be authorized in writing by both parties via a Change Order. Change Orders must include a description of the change, price impact, schedule impact, and signed approval by an authorized representative of each party.

Change Order Procedure

Confidentiality

Each party shall keep confidential all non-public information disclosed by the other party in connection with this Agreement. Confidential information shall not be used except to perform obligations under this Agreement and shall be protected with reasonable care.

Service Provider and Client acknowledge and agree to the Confidentiality obligations set forth above.

Intellectual Property

Unless otherwise agreed in writing, deliverables specifically created for the Client under this Agreement shall be assigned to the Client upon full payment. Pre-existing materials and tools of the Service Provider, including templates and methodologies, remain the Service Provider's exclusive property; the Client is granted a nonexclusive, nontransferable license to use such materials solely for internal purposes.

Parties acknowledge the Intellectual Property terms above.

Liability, Indemnity & Insurance

The Service Provider's aggregate liability to the Client arising out of or related to this Agreement shall be limited to direct damages not to exceed the total fees paid by the Client for the services giving rise to the claim. Neither party shall be liable for consequential, incidental, or punitive damages. Each party shall indemnify the other against third-party claims arising from its breach or negligent acts. The Service Provider shall maintain commercially reasonable professional liability and general liability insurance as applicable.

Insurance Requirements (if any)

Termination

Either party may terminate this Agreement for convenience upon written notice to the other party, subject to the notice period below. Termination for cause may be effected if a party materially breaches its obligations and fails to cure within the specified cure period.

Notice Period (days)

Cure Period (days)

Independent Contractor & Compliance

The Service Provider is an independent contractor. Nothing in this Agreement shall be construed to create an employer-employee relationship, partnership, or joint venture. The Service Provider shall comply with all applicable laws and maintain any necessary permits or licenses.

Service Provider acknowledges independent contractor status and compliance obligations.

Governing Law & Dispute Resolution

This Agreement shall be governed by the substantive laws of the jurisdiction specified below without regard to conflict of laws principles. Parties shall first attempt to resolve disputes through good faith negotiation. If unable to resolve, disputes shall be resolved by arbitration or litigation as selected below.

Governing Law (State/Country) Dispute Resolution Preference

Miscellaneous

Notices shall be in writing and delivered to the addresses set forth in this Agreement. Amendments must be in writing and signed by authorized representatives. If any provision is held invalid, the remainder shall remain in effect.

Notice Address for Client Notice Address for Service Provider

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Assistant Agreement Is

The Project Management Assistant Agreement is a written contract that defines the working relationship between a project manager or project management assistant and a hiring organization. It sets out duties, deliverables, reporting expectations, compensation, confidentiality obligations, intellectual property ownership, and termination rights. This agreement can be used for short-term project support, ongoing assistant services, or defined-scope engagements where clear responsibilities and acceptance criteria reduce scope creep and disputes. Parties often attach a statement of work or project schedule as an exhibit to clarify milestones and acceptance tests.

Why a Formal Agreement Matters

A written agreement clarifies roles, reduces misunderstandings, and establishes enforceable remedies for missed deadlines or substandard work. It documents expectations for deliverables, data handling, and subcontracting.

Who Typically Uses This Agreement

Organizations and individuals who engage part-time or contract project management support rely on this agreement to set boundaries and protect project outcomes.

Small and mid-sized businesses hiring contract project assistants for implementation, onboarding, or reporting support.
Enterprise PMOs engaging temporary or fractional assistants to scale delivery resources during peak periods.
Independent contractors and freelance project managers who need a clear statement of scope and payment terms.

Use the agreement when you need defined deliverables, role clarity, or legal protection for confidential project data.

Core Sections to Include in the Agreement

A professional Project Management Assistant Agreement groups essential protections and operational details into discrete sections so parties can find obligations and remedies quickly.

Scope of Work

Describe tasks, deliverables, milestones, acceptance criteria, and any excluded services. Attach a statement of work with dates and dependencies to avoid scope disputes.

Compensation

Specify rate (hourly, daily, or fixed), invoicing cadence, reimbursement of expenses, and late-payment interest or withholding requirements where applicable.

Term and Termination

Set the agreement start date, renewal or extension mechanics, notice periods, and cause-based termination rights including cure periods and final accounting.

Confidentiality

Define confidential information, permitted disclosures, duration of confidentiality obligations, and exceptions such as required disclosures to regulators or counsel.

IP and Work Product

State ownership of deliverables and any license back to the assistant. Include assignment language for inventions and deliverable transfer.

Liability and Insurance

Limit liability where appropriate, require professional liability or general liability insurance if needed, and state indemnification responsibilities between parties.

Step-by-Step: Filling Out the Agreement

Follow these steps in order to produce a complete, enforceable agreement.

01

Prepare Documents: Assemble statement of work, rate sheet, and insurance certificates before drafting.
02

Complete Fields: Enter legal names, effective date, scope, and payment terms in the template.
03

Review Legal Terms: Confirm confidentiality, IP assignment, termination, and liability clauses with counsel if needed.
04

Execute Signatures: Obtain signatures and dated sign-off from authorized representatives of both parties.

Typical Agreement Workflow

This workflow shows how a Project Management Assistant Agreement is created, executed, and stored across stakeholders.

Draft: Client or legal team prepares the draft and attaches the SOW.
Review: Parties review terms, negotiate changes, and confirm deliverables.
Sign: Both parties sign electronically or on paper; record timestamps.
Archive: Store executed agreement and SOW in a secure records system.

Configuring an Online Signing Workflow

Set up fields and authentication to match your risk profile and regulatory needs.

Field	Configuration
Signature Field	Required; capture full name and date automatically.
Initials Field	Optional; use for page-level confirmations.
Attachments	Allow upload of proof-of-identity or certificates.
Authentication	Email link or SMS code; use higher assurance for sensitive projects.

Digital Signing and Platform Considerations

Choose an eSignature setup that balances ease of signing with the required level of signer authentication.

File Formats: Support for PDF and DOCX ensures compatibility with most templates.
Signer Authentication: Email, SMS, or advanced options like KBA or SSO for higher assurance.
Audit Trail: Time-stamped logs and IP addresses for legal evidence.

Integrations with systems like CRM or document management help route, track, and retain signed agreements securely.

Key Timing and Deadlines to Track

Monitor dates that affect performance, payment, and statutory obligations to avoid penalty exposure.

Effective Date:

Start of obligations and milestone countdowns.

Milestone Deadlines:

Dates in the SOW for deliverable acceptance and review.

Invoice Due Dates:

Payment windows such as Net 30 to trigger late fees.

Notice Periods:

Required time to terminate or amend the agreement.

Record Retention Dates:

Schedule for archiving and disposition of file copies.

Milestone Sequence for a Typical Engagement

Use a numbered milestone sequence to manage acceptance and payment milestones from project start to close.

01

Project Kickoff

Confirm scope, responsibilities, tools, and communication cadence early.

02

Deliverable Iterations

Track interim submissions, feedback cycles, and acceptance tests.

03

Final Acceptance

Complete acceptance checklist and sign-off for deliverables.

04

Closeout and Handover

Transfer documentation, invoices, and post-project obligations to client.

Common Preparation Pitfalls to Avoid

Undefined scope leading to frequent change orders and billing disputes if milestones are not explicit.
Ambiguous ownership of work product creating downstream IP and licensing conflicts between parties.
Missing insurance or indemnity clauses exposing one party to unexpected liability for third-party claims.
Failing to specify data handling and security controls, particularly when project materials include sensitive information.

Security and Compliance Elements to Include

Data Classification: Define what is confidential

Access Controls: Limit project files to authorized users

Encryption: Require encryption in transit and at rest

Incident Response: Specify breach notification timelines

BAA Requirement: If healthcare data is present

Audit Logs: Retain evidence of access and changes

Consequences of Errors or Missing Elements

Payment Disputes: Delayed or withheld payment

Scope Creep: Unexpected costs and timeline overruns

Data Exposure: Regulatory penalties if sensitive data is mishandled

IP Loss: Unclear assignment may forfeit ownership

Contract Voidance: Improper execution can reduce enforceability

Liability Exposure: Claims exceeding insurance limits

Common eSignature Vendor Comparison for This Agreement

A concise vendor comparison can guide procurement choices; signNow appears first in the table per platform positioning rules.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Available on Premium plans	Varies by plan	Varies by plan	Available on select plans	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, executing, and storing the Project Management Assistant Agreement.

Need help? Contact support

Is notarization required?
Most project management assistance agreements do not require notarization to be enforceable, but specific exhibits (e.g., deed transfers) may. Check state law and the transaction type before adding notary requirements.
Can the agreement be signed electronically?
Yes. Electronic signatures meet enforceability tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are established.
Who should sign for a company?
The authorized representative with authority to bind the company should sign; document the signer's title and verify signing authority in your corporate records.
What if a party needs to change scope?
Use a written amendment signed by both parties or a defined change-order process in the SOW to document scope, cost, and schedule adjustments.
How should confidential project data be handled?
Limit access, require encryption, detail permitted uses, and include breach notification timelines. For PHI, include a Business Associate Agreement and HIPAA safeguards.
How do I revoke or cancel the agreement?
Follow termination provisions in the contract; provide required notices, complete closeout obligations, and reconcile final payments per the termination clause.

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