Project Coordinator

Lexington, KY

Post Date: 06/15/2017 Job ID: EB-1951705800 Category: Administration

Supports CEO by providing executive-level administrative support, project management, preparing data analysis, handling requests, researching and performing clerical functions. Stewards business objectives in line with Our Guiding Principles and Core Values. This individual will serve as primary point of contact for internal and external matters pertaining to the CEO, and liaison to leadership and executive teams. High level customer service interaction with team members within related corporations and across the company, as well as external customers and vendors. In CEO’ s absence, ensures that requests for action or information are relayed to the appropriate staff member.  Interprets requests, organizes and coordinates, helps implement action, and decides whether CEO should be notified of important or emergency matters as needed. 

  1. Major Responsibilities:

  1. Supports CEO with executive level initiatives through task management; administrative documentation; creating professional packets, PowerPoints, internal marketing documents; communication follow up and other tasks as necessary.
  2. Project manager for key initiatives using CRM, Smartsheets and project management applications on Windows and iOS platforms. Manages tasks according to strategic, annual and quarterly goals across teams.
  3. Delivers a variety of administrative tasks for the CEO including: internal and external communications; managing and organizing information; completing expense reports; preparing correspondence of confidential matters; managing Outlook calendar; coordinating and arranging travel plans, itineraries and agendas; establish and maintain filing system.
  4. Delivers high level, modern and creative reports in a timely manner from Excel PowerPivot, Word and other similar programs.
  5. Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
  6. Supports CEO and leadership team as culture ‘ barometer’ by exercising insight regarding corporate culture, empowered to lead by example in promoting the company’ s values-centered approach both internally and externally, and determines ways to leverage values-related issues for a positive impact on company performance. Coordinates established processes for measured alignment with strategic objectives.
  7. Gathers data from multiple sources, analyzes, maintains and presents in visually appealing summary reports to CEO related to sales/operations performance, brand wide performance and industry news.
  8. Assists with the planning, launching and monitoring of long range planning.
  9. Frequently Connects to internal and external customers through social media; monitors and measures social media.
  10. Supports, coordinates, and initiates community and philanthropic initiatives that are consistent with company values.
  11. Facilitates and coordinates with a variety of focus groups and committees within organization and across brand. Responsible for documenting activities and producing internal articles for communication pieces such as best practice case studies and newsletters. Develops meaningful relationships across all organizations, distributors and customers through proactive interactions.
  12. Coordinates collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data.
  13. Occasional travel.
  14. Performs other duties as assigned.

  1. Qualifications and Requirements:
  2. Minimum BA/BS, or equivalent of education and experiences.
  3. Minimum 5 years of experience supporting C-level executives in fast paced, high growth environment.
  4. Expert computer skills required: advanced user of Apple and Windows operating systems; Advanced proficiency with, SharePoint, FrontPage, or BlackBoard administration, Outlook, Excel, Word, Publisher, PowerPoint, project management and social media platforms.
  5. Demonstrated ‘ above and beyond’ internal and external customer service ability. Demonstrated polished and dynamic professional with ability to show initiative, forward thinking, problem solver and solution orientation.
  6. Demonstrated pro-active approach to problem solving with strong decision making skills.
  7. Strong organizational skills with ability to prioritize multiple competing tasks seamlessly and with excellent attention to detail. Ability to achieve high performance goals and meet deadlines.
  8. Advanced user of social media platforms, such as Facebook, Instagram, and Twitter.
  9. Strong writing experience as copywriter, journalist, or authoring stories, articles or communications. Demonstrated ability to create and produce well written, error free, professional and creative business documents.
  10. Experience taking corporate minutes, proofing and organizing for legal and internal business reference.
  11. Excellent verbal communication and interpersonal skills; team work oriented; and ability to build relationships with fellow team members, customers, vendors, and cross-brand team members.
  12. Proven ability to manage sensitive relationships, data and information; maintaining confidentiality.
  13. Willingness to work the time necessary and complete projects and/or meet deadlines outside of regular business hours.
  14. Highly resourceful with the ability to be effective independently, and comfortable with daily unscheduled demands as needed.

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