Project Coordinator II Executive Admin Support

KYYBA; North Chicago (IL); Hybrid; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Project Coordinator II to provide executive administrative support. This role is vital in managing the Vice President's calendar, organizing travel, and ensuring all administrative tasks are executed flawlessly. You will collaborate with various departments and high-level executives, making your organizational skills and attention to detail crucial for success. If you thrive in a fast-paced environment and enjoy facilitating seamless operations, this opportunity is perfect for you. Join a dynamic team where your contributions will be valued and where you can grow professionally.

Qualifications

• Bachelor’s degree required with 1-3 years of relevant experience.
• Intermediate to advanced knowledge of Microsoft Office Suite is essential.

Responsibilities

• Manage calendars, travel, and expense reports for the VP.
• Coordinate workshops and ensure project deadlines are met.

Skills

Project Coordination

Calendar Management

Communication Skills

Critical Thinking

Problem Solving

Time Management

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Concur

SharePoint

Visio

OrgPlus

Job description

Job Description

Position Title: Project Coordinator II (Executive Admin Support)
Pay Range: $26-$30/hr W2
Number of positions needed: 1
Length of Contract: 2 years
Location/Site: North Chicago, IL
Onsite/Remote/Hybrid: Onsite to start, but open to Hybrid down the line

Job Description:
The Project Coordinator is responsible for all administrative functions for the Vice President of the Global Policy & U.S. Access Strategies (GPAAS) in the Government Affairs department at the company, including calendar management, scheduling travel, processing expense reports, meeting/event planning, creating or modifying business documents, handling telepresence setups, and acting as a liaison for remote access issues. They will also serve as project and personnel coordinator to ensure team deliverables are met on time and organized to ensure the right content is prepared and expertise is collected and represented.

Key Responsibilities Include:

1. Provides general administrative support by effectively monitoring manager and team calendars, organizing travel, submitting expense reports and proactively solving calendar conflicts and making strategic recommendations on timing of meetings that allows for deadlines to be met and strategic conversations to happen in advance of meetings with senior leaders.
2. Organizes and manages internal and external group workshops on issues; including scheduling, logistics (i.e., book conference room/venue and manage catering for events), travel, developing the templates, managing the deadlines in preparation for the event, and tracking deliverables and next steps of the work associated with the workshop.
3. Interacts with high-level executives and their administrative assistants; manages confidential or business-sensitive information.
4. Monitors and prioritizes administrative/HR deadlines, highlights actions, and routinely suggests a plan of action, ensuring deadlines are met.
5. Manages agendas for team meetings, develops materials to support meeting productivity and ensures pull through of assigned tasks.
6. Develop streamlined communication processes to ensure team receives information and guidance to meet appropriate project deadlines. Support manager and their team with tracking of projects and budgets.
7. Work cross-functionally across multiple departments to ensure team IT and system needs and requirements are addressed.
8. Works in partnership with administrative assistants in GA and other functions to collaboration and support to get things done.
9. Tracks lobbying hours and develops a reliable system for ensuring paperwork submitted in a compliant and timely manner.
10. Orders business supplies for the manager and develops a system to keep regular inventory of regularly used items.
11. Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel website and employee performance management systems (as applicable).
12. Coordinates new employee office set-ups and onboarding.

Leadership and Interpersonal Skills:

1. Fully understand assigned tasks and any associated expectations.
2. Motivated – Self-Starter.
3. Ask for clarification as needed.
4. Understand the deadlines and deliverables.
5. Communicate any obstacles that prevent the completion of any deadline.
6. Provide status updates prior to any deadline.
7. Be a good listener.
8. Demonstrate strong critical thinking skills.
9. Be accountable and responsible for actions/mistakes.
10. Prioritizes own work, balancing multiple requests for assistance.
11. Establishes good working relationships with client areas; builds rapport and trust with others.
12. “Make it happen” spirit and attitude, as well as persistence.
13. Adaptive learner who grasps information quickly and adapts to changes that may happen daily.
14. Operates with general instruction and some supervision.
15. Safeguard the company's confidential information.

Qualifications:
• Bachelor’s degree is required with 1-3 years of relevant experience.
• Some leadership or supervisory experience desired.
• Great project coordination and administrative support skillset.
• Must have Intermediate to advanced knowledge of Microsoft Office Suite and Concur (SharePoint, Visio, or OrgPlus experience would be a plus).