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Project Coordinator

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One of the top sports broadcasting networks is seeking an experienced Project Coordinator for their IT department.

Responsibilities to include:

60% ADMINISTRATIVE:
• Administrative Support for 50+ person software engineering team distributed across 3-5 domestic locations
• Manage calendar and correspondence for executive director in fast-paced, highly technical and challenging environment with frequent changes.
• Prioritize executive’s daily activities, based on situational awareness of the program
• Represent executive director across various business units and all levels of the organization, including CTO. Facilitate smooth communications; answer and screen all telephone calls, communicate with team members, relay messages on behalf of executive.
• Plan and operate executive staff meeting for software program leads
• Create and manage central team calendar for tracking vacations, travel, events
• Manage use of conference rooms, as well as all sites for multi-site meetings
• Compile and create team meeting agendas, take minutes and track action items
• Plan and coordinate executive travel and events, including complex domestic and international travel arrangements, itinerary compilation and meeting coordination.
• Process and track expense reports
• Basic computer/phone troubleshooting, interfacing with IT and Facilities teams

20% PROJECT MANAGEMENT:
• Handle procurement for team including: SAP Casual Buyer; including complex non-routine purchases, SAP Travel and Expense (including complex contractor travel arrangements requiring travel authorizations), P-Card Management and Reconciliation
• Act as the primary communication hub for the team; maintain/create central information repositories (shared network folders, Confluence, Backlot) for team forms, documents, how-to guides and other materials as needed
• Execute duties of a high touch interview process; partner with Recruiting Coordinator & staffing companies; own interview loops, interview packets and general communication
• Manage vendor relationships, scheduling, NDA coordination, tracking relationship
• Prepare and maintain financial reports and budgets; ensure procurement matches budget
• Design and deliver special projects focused on improving the quality and efficacy of the business.

5% OPERATIONS:
• Onboarding of all team members – completion of forms, managing space, assets; develop New Hire Onboarding packet and training system
• Own contractor processing – interview processing, purchase order creation, invoicing, tracking, separations
• Create and own HW device tracking system for large engineering team, including shipping and receiving to international stakeholders.
• Own team requests taking into account company policies and procedures, tracking issues to ensure resolution

5% OTHER

Required Qualifications
• Intermediate/Advanced Excel user and proficient in all other MS Office Applications. Advanced and varied computer software skills required. Able to identify and learn new programs and software skills as necessary.
• Proficiency with project management tools such as Microsoft Project and Project Server, Sharepoint
• Experience with SAP (Super user preferred)
• Advanced Outlook calendaring skills
• Excellent oral & written communication skills with ability to work with minimum supervision
• Detail oriented with superior organizational skills
• Proven ability to handle confidential and sensitive information with discretion
• Demonstrated ability to manage projects with high level of detail and constant change, prioritize and meet deadlines in an ambiguous, fast paced, high-pressure environment
• Ability to establish strong working relationships and contribute to building a positive team spirit

Preferred Qualifications
• Excellent interpersonal and communication skills in order to represent the team and the company.
• Strong phone skills, ability to work in a fast paced environment with a variety of people
• Ability to multi-task and manage time efficiently to meet the demands of a growing business environment.
• High level of customer service satisfaction.

Required Education Bachelor's Degree

Additional Information
• A minimum of 5 years of experience as an Executive Assistant in a fast paced, frequently changing, environment. Technology environment highly preferred / required.
• Experience administrating / coordinating geographically distributed teams is preferred

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