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Project Coordinator

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The Project Coordinator is a full-time position within Client’s Technology team and will provide project administrative support to the leadership team in the Office of the CIO. The ideal candidate for this position has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently. This individual will also be instrumental in helping to develop and manage team building and engagement activities for IT employees.

Qualifications: 

  • Minimum 3 years of related experience as an Administrative Assistant or related field
  • High school diploma is required; BA/BS degree preferred
  • Strong computer skills and expert knowledge of all Microsoft Office programs including PowerPoint, Excel, Word and Outlook
  • Excellent verbal and written communication skills, including a professional phone manner and in-person presence
  • Proven ability to collaborate in an administrative team environment

Desired Characteristics:

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Excellent foresight and responsiveness abilities
  • Highly organized and detail-oriented with the ability to perform well under pressure
  • Superior organizational and administrative skills with the ability to prioritize work
  • Very strong interpersonal skills and the ability to develop and maintain good working relationships with staff, executive team, external partners, etc.
  • Attention to detail and demonstrated initiative; self-starter who is organized with strong decision-making capability and emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Naturally energetic, enthusiastic and engaging interpersonal style 

Responsibilities: 

  • Completes a broad variety of administrative tasks
  • Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars
  • Arranges and schedules numerous meetings involving executives
    • maintain and update calendar
    • develops and maintains relationships with executive assistants throughout the company
    • determines importance of meeting requests and schedule accordingly
    • demonstrate flexibility, patience and persistence in routinely rescheduling meetings
  • Arranges travel and all accommodations including comprehensive and detailed itineraries
    • process reimbursement and expense reports in accordance with established policy guidelines; track expenses and follow-up in timely manner
  • Provides a bridge for smooth communication; demonstrates leadership to maintain credibility, trust and support with senior management staff
  • Plan and organize special events, group meetings, corporate training, team building and other employee events
  • Responsible for the timely preparation/compilation of data/edits and distributing reports, forms, and documents
  • Creates and edits presentations, agendas, spreadsheets, communications, databases, and reports
  • Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink
  • Serves as first-line of defense with the high volume of communications of phone and email
  • Responsible for drafting and editing correspondence
  • Responsible for developing and maintaining efficient and accurate record keeping/filing systems
  • Manages general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc.
  • Manages special projects as designated and assist other department members as necessary and acts as back up for other assistants on team
  • Manage department files, including electronic document systems, intranet web sites, wikis, and web-based project management tools
  • Communicate with direct reports including VP level, directors, and managers for various requirements and maintain confidentiality as necessary
  • Coordinate onboarding and off-boarding employees and consultants, including hardware installation request/repair, space planning, etc.
  • Coordinate employee desk and office moves
  • Manage team vacation/personal day calendar
  • Process invoices send for payment
  • Create New Vendor requests for PO creation
  • Perform other duties as assigned

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