Project Manager & Sr. Executive Executive Assistant to the Chief of Staff

Simmons College of Kentucky; Louisville (KY); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a dynamic Project Manager and Senior Executive Assistant. This role combines project management and executive support, focusing on major institutional initiatives and governance coordination. The ideal candidate will leverage AI tools and project management software to enhance efficiency and drive strategic outcomes. With a commitment to professional development, this position also involves designing training programs for staff. Join a mission-driven organization dedicated to advancing equity and access in education, where your contributions will make a significant impact.

Qualifications

• 3-5 years of experience in project management or executive support.
• PMP certification preferred for project management roles.

Responsibilities

• Lead project planning and execution for institutional initiatives.
• Provide executive-level support to the Chief of Staff.

Skills

Project Management

AI Tools

Data Presentation

Communication Skills

Organizational Skills

Education

Bachelor's Degree

Master's Degree

Tools

Asana

Trello

Monday.com

Power BI

Tableau

Microsoft Excel

Microsoft Office Suite

Zoom

Teams

Job description

The Project Manager and Senior Executive Assistant to the Chief of Staff plays a dual role in managing executive projects and providing executive support to the Chief of Staff. This individual will coordinate key governance functions for the Board of Trustees, William J. Simmons Foundation Board of Directors, and the Capital Campaign Committee. Additionally, they will serve as Project Manager for major institutional initiatives, such as the Institutional Strategic Plan and Campus Master Plan. This position requires familiarity of AI tools, project management software, and data presentation tools to streamline operations, improve efficiency, and drive strategic outcomes.

The role also includes designing and implementing training and development programs for institutional Administrative Assistants, Executive Assistants, and Support Staff to ensure professional growth and operational excellence across the institution.

ESSENTIAL JOB FUNCTIONS

Project Management

Lead project planning, implementation, and execution for major institutional initiatives including but not limited to the Institutional Strategic Plan and Campus Master Plan.
Develop project timelines, track milestones, manage resources, and provide regular progress reports to the Chief of Staff and executive leadership.
Utilize AI tools, project management software (e.g., Asana, Trello, or Monday.com), and data presentation tools (e.g., Power BI, Tableau) to enhance project outcomes and efficiency.
Governance Coordination

Serve as the primary coordinator for the Board of Trustees, William J. Simmons Foundation Board of Directors including scheduling meetings and activities, preparing agendas, materials and reports, taking minutes, and managing follow-up actions, ensuring seamless communication and documentation.
Support the Capital Campaign Committee, tracking fundraising milestones, preparing reports, and coordinating committee activities.
Executive Support

Provide executive-level administrative support to the Chief of Staff, including calendar management, meeting coordination, and handling confidential communications.
Prepare reports, presentations, and other materials for the Office of the President and the Chief of Staff.
Process Improvement

Conduct ongoing gap analysis and needs assessment of institutional processes and procedures, taking initiative to create processes and procedures where gaps exist.
Recommend and implement improvements to streamline workflows and enhance operational efficiency.
Develop standardized processes and resources for administrative support staff to ensure consistency across the institution.
Training and Development

Design and deliver professional development programs for Administrative Assistants, Executive Assistants, and Support Staff to enhance skills in organization, communication, and use of technology.
Conduct ongoing training on AI tools, project management software, and data presentation tools to improve workplace productivity.
Other Duties

Act as a liaison between the Chief of Staff and internal/external stakeholders.
Support event planning and execution for Office of the President functions as needed.
Perform other duties as assigned by the Chief of Staff to advance institutional goals and strategic initiatives

Education and Experience

Bachelor’s degree required; Master’s degree preferred.
Minimum of 3-5 years of experience in project management, executive support, or a related role.
Experience coordinating governance boards or committees is highly desirable.
Project Management Professional (PMP) certification preferred.
Technical Skills

Familiarity with AI tools (e.g., ChatGPT, Bard, or similar platforms) for enhancing productivity and workflow automation.
Proficiency with project management software (e.g., Asana, Trello, Monday.com).
Advanced skills in data presentation tools (e.g., Power BI, Tableau, Microsoft Excel).
High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual communication tools (Zoom, Teams).
Competencies

Strong organizational and project management skills with attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and work effectively under pressure.
Discretion and ability to handle confidential information.
Exceptional problem-solving skills and a proactive mindset.
Strong interpersonal skills and the ability to work collaboratively across diverse teams.
Commitment to the mission and values of Historically Black Colleges and Universities (HBCUs) or similar organizations, with a passion for advancing equity and access in education.

Working Conditions

Full-time, in-person position based at Simmons College of Kentucky.
Occasional evening and weekend work required for meetings and events and duties, as assigned.