Executive & Project Coordinator: Support & Projects

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

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.