Project Coordinator & Executive Assistant
Job Description
We are seeking a highly organized and proactive individual to join our team as a Project Coordinator and Executive Assistant across our group of companies.
Responsibilities
Position Overview: We are seeking a highly organized and proactive individual to join our team as a Project Coordinator and Executive Assistant across our group of companies. This dual-role position requires someone with a strong background in business management and technical fields, who excels in overseeing technical projects, managing supplier relationships, and supporting senior management with ad-hoc tasks. With organization and prioritization skills, this candidate will organize the necessary pieces to ensure project success, and effectively coordinate multiple projects simultaneously. The ideal candidate will be a go-getter with excellent communication skills and fluency in English, capable of thriving in a dynamic and fast-paced environment. Key Responsibilities:
- Project Coordination:
- Develop and maintain comprehensive project plans for all initiatives, including Technology, IT, and others, ensuring alignment with organizational goals and objectives.
- Oversee and manage technical projects from inception through completion, ensuring they are delivered on time, within scope, and on budget.
- Develop and maintain detailed project plans, including schedules, resource allocation, and milestones.
- Coordinate cross-functional teams, ensuring clear communication and collaboration throughout the project lifecycle.
- Monitor project progress and address any issues or roadblocks that may arise.
- Execute and monitor project activities, identifying and addressing potential risks and issues promptly.
- Supplier Management:
- Source and evaluate products and services required for various projects.
- Negotiate contracts and pricing with suppliers to achieve the best terms for the company.
- Maintain strong relationships with suppliers to ensure quality and reliability of products and services.
- Executive Support:
- Provide comprehensive administrative support to senior management, including scheduling meetings, preparing reports, and managing correspondence.
- Assist with ad-hoc tasks and special projects as directed by senior management.
- Prepare and edit presentations, documents, and other materials as needed.
- Conduct, compile and present research on various topics, including but not limited to, industry trends, market conditions, competitors, potential business opportunities, and vendors/suppliers' selections.
- Review and prepare documents, proposals, and strategic plans.
- Analyze supplier performance, identify new vendors/suppliers, and compile detailed reports for the senior management.
- Communication & Collaboration:
- Act as a liaison between senior management and other departments, ensuring smooth and efficient communication.
- Prepare and deliver updates and reports to senior management on project status and other relevant matters.
- Foster a collaborative environment by coordinating efforts across various teams and stakeholders.
- Documentation and Reporting:
- Create and maintain comprehensive project documentation, including project charters, timelines, and status reports.
- Generate post-project reports to evaluate project success and identify areas for improvement.
- Risk Management:
- Identify and assess potential risks associated with projects.
- Develop risk mitigation strategies and contingency plans.
- Proactively communicate potential risks to relevant stakeholders and implement preventive measures.
Desired Candidate Profile
Qualifications:
- Education: Bachelor’s degree in Business Management, Technical Fields, or a related discipline.
- Experience: Minimum of 3 years of experience in project coordination, executive assistance, or a similar role, preferably in a technical as well as business management context.
- Skills:
- Exceptional communication skills, both written and verbal, with fluency in English.
- Proven ability to manage multiple projects and tasks simultaneously in a fast-paced environment.
- Strong negotiation skills and experience in supplier management.
- Proficiency in project management tools and software (e.g., Microsoft Project, Asana, Trello).
- Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
Personal Attributes:
- Highly organized and detail-oriented with a proactive approach to problem-solving.
- Strong organizational and multitasking abilities.
- Ability to work independently and as part of a team, demonstrating flexibility and adaptability.
- Strong interpersonal skills with the ability to build and maintain professional relationships.
- Demonstrated ability to handle sensitive information with discretion and integrity.
Application Instructions: Interested candidates should submit their resume and a cover letter outlining their relevant experience and qualifications.