Oferta de trabajo: Executive Project Specialist

POSITION SUMMARY:

The Executive Project Specialist provides high level support to executive leadership and department heads. This role requires the ability to manage projects, drive initiatives, and improve processes while handling high-level executive support functions. The ideal candidate is proactive, highly organized, and able to thrive in a fast-paced, dynamic environment. The Executive Project Specialist will also assist in coordinating, processing, assisting and maintaining day-to-day business needs of the VIPC executive team.

KEY RESPONSIBILITIES

Project Management and Operations:

• Oversee and coordinate cross-functional projects, ensuring milestones are met.
• Track project timelines, deliverables, and action items while maintaining accountability.
• Manage executive-led initiatives, including strategic planning and process improvement.
• Utilize project management tools to streamline workflows.
• Gather and analyze data to create reports and inform decision-making.
• Assist with budgeting, financial tracking, and resource allocation for key projects.

Administrative Operations and Coordination:

• Organize and maintain confidential files, records, and documents.
• Coordinate company events, team meetings, and off-site engagements.
• Assist in policy development, standard operating procedures, and process optimization.
• Support financial tasks such as expense reports, invoices, and budget tracking.
• Identify inefficiencies and implement improvements to enhance productivity.

Communication and Stakeholder Management:

• Draft, edit, and proofread communications on behalf of executives.
• Facilitate internal and external meetings, preparing agendas and capturing key takeaways.
• Liaise with vendors, partners, and high-level stakeholders with professionalism.
• Serve as a central point of contact for interdepartmental collaboration.

Executive Support:

• Use discretion, judgement, and knowledge of the organization to facilitate the executive's activities with confidentiality and professionalism.
• Manage calendars and inboxes for the executive team.
• Prepare executive reports, presentations, and key correspondence.

MINIMUM QUALIFICATIONS and SKILLS

Education: Bachelors degree in business administration or related field or equivalent professional experience.

Job-Related Experience: 2+ years administrative experience in high-pressure environments, with C-suite or Project Management experience preferred.

Certifications: Certifications in Project Management (PMP), or other administrative certifications such as Certified Administrative Professional (CAP) can substitute for education requirements. Notary Public or ability to obtain.

CONDITIONS OF EMPLOYMENT

Knowledge: Will be required to organize, plan, and prioritize work to achieve specific objectives. Exercise of good judgment is a requirement as are adhering to VIPCs Values of Integrity, Innovation, Collaboration, Excellence and Mission Driven in all activities.

Skills and Abilities:

Integrity:

• Handles sensitive information with integrity.
• Maintains professionalism and confidentiality.

Collaboration:

• Skilled in tracking deadlines and coordinating teams.
• Ensures successful team coordination to achieve project goals.
• Facilitates clear, effective communication across teams.
• Flexible and adaptable in various situations and when interacting with many different personalities.

Excellence:

• High-level expertise supporting leadership and managing projects.
• Strong multitasking, prioritization, and deadline management.
• Delivers consistent, high-quality results in fast-paced environments.
• Exceptional written and verbal communication.
• Proficient in Microsoft Office and project management tools

Innovation

Ability to