Executive & Project Coordinator

The Viking Group; Charleston (WV); On-site; USD 60,000 - 90,000; Full time

Job summary

The Viking Group seeks an Executive Support and Project Coordinator to manage calendars, coordinate travel, prepare materials, and support project teams in Charleston, WV. The role covers executive support, coordination with owners, architects, engineers, and vendors, and ensuring timely follow-through across departments.

Ideal candidates have 2+ years in related roles, strong organization, and proficiency with Google Workspace and Microsoft Office.

Qualifications

• Associate or bachelor’s degree in business administration, construction management, communications, or a related field preferred.
• Two or more years of experience in executive support, project coordination, office administration, construction administration, or a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple assignments while maintaining accuracy and attention.
• Professional judgment and the ability to handle confidential information appropriately.
• Strong follow-through and a willingness to take ownership of responsibilities.
• Proficiency with Google Workspace & Microsoft Office Suite.
• Experience with construction management or document-management software is beneficial but not required.

Responsibilities

• Manage the President’s calendar, appointments, meetings, and scheduling priorities.
• Coordinate travel arrangements, itineraries, reservations, and related documentation.
• Prepare correspondence, reports, meeting materials, presentations, and internal communications.
• Organize and maintain executive files, records, contact information, and
• Track commitments, deadlines, and follow-up items on behalf of the President.
• Assist with meeting preparation, take notes when requested, and distribute action items.
• Serve as a professional point of contact for clients, consultants, community partners, and project stakeholders.
• Support project managers and company leadership with administrative and organizational needs.
• Maintain project files, contact lists, meeting records, schedules, and document logs.
• Assist with proposals, qualifications packages, bid documents, contracts, and
• Coordinate meetings with owners, architects, engineers, subcontractors, vendors, and public agencies.
• Track project deadlines, deliverables, outstanding decisions, and required follow-up.
• Help organize submittals, requests for information, change documentation, closeout materials, and other project records.
• Assist with procurement, vendor coordination, and the collection of pricing or
• Prepare project updates, meeting agendas, status reports, and presentation materials.
• Support historic tax credit, grant-funded, and public-sector project documentation when needed.

Skills

Calendar management

Travel coordination

Communication

Organization

Meeting coordination

Confidential handling

Education

Associate or bachelor's degree

Tools

Google Workspace

Microsoft Office Suite

Document management

Job description

Executive Support

• Manage the President’s calendar, appointments, meetings, and scheduling priorities.
• Coordinate travel arrangements, itineraries, reservations, and related documentation.
• Prepare correspondence, reports, meeting materials, presentations, and internal communications.
• Organize and maintain executive files, records, contact information, and
• Track commitments, deadlines, and follow-up items on behalf of the President.
• Assist with meeting preparation, take notes when requested, and distribute action items.
• Serve as a professional point of contact for clients, consultants, community partners, and project stakeholders.

Project Coordination

• Support project managers and company leadership with administrative and organizational needs.
• Maintain project files, contact lists, meeting records, schedules, and document logs.
• Assist with proposals, qualifications packages, bid documents, contracts, and
• Coordinate meetings with owners, architects, engineers, subcontractors, vendors, and public agencies.
• Track project deadlines, deliverables, outstanding decisions, and required follow-up.
• Help organize submittals, requests for information, change documentation, closeout materials, and other project records.
• Assist with procurement, vendor coordination, and the collection of pricing or
• Prepare project updates, meeting agendas, status reports, and presentation materials.
• Support historic tax credit, grant-funded, and public-sector project documentation when needed.

Office and Business Operations

• Help maintain efficient administrative systems and office procedures.
• Assist with company events, community meetings, presentations, and business development activities.
• Coordinate the collection and organization of information from employees, consultants, and project partners.
• Identify opportunities to improve workflows, communication, document management, and administrative processes.
• Perform additional duties that support the continued growth and success of The Viking Group.

Qualifications

• Associate or bachelor’s degree in business administration, construction management, communications, or a related field preferred.
• Two or more years of experience in executive support, project coordination, office administration, construction administration, or a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple assignments while maintaining accuracy and attention
• Professional judgment and the ability to handle confidential information appropriately.
• Strong follow-through and a willingness to take ownership of responsibilities.
• Proficiency with Google Workspace & Microsoft Office Suite.
• Experience with construction management or document-management software is beneficial but not required.
• historic preservation, or professional services is preferred.

The Ideal Candidate

The ideal candidate is:

• Proactive and comfortable anticipating needs.
• Highly organized without losing sight of broader priorities.
• Professional, approachable, and confident communicating with different
• Able to work independently while remaining collaborative.
• Calm and resourceful when deadlines or priorities change.
• Interested in architecture, construction, historic preservation, and community development.
• Motivated by meaningful projects that strengthen communities and preserve

Why Join The Viking Group

This position offers the opportunity to work closely with company leadership and contribute to projects that preserve historic buildings, support economic development, and create lasting value for communities throughout Appalachia.

The Executive & Project Coordinator will gain exposure to multiple areas of the business, including construction management, development, historic rehabilitation, project administration, and organizational operations. As the company grows, the position may also provide opportunities for increased responsibility and professional advancement.

The Viking Group offers a competitive compensation package based on experience and qualifications. Specific benefits and employment terms will be discussed during the interview process.

Important note: The content above preserves the original meaning and responsibilities while improving structure for readability. The Viking Group is an equal opportunity employer and considers qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.