Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator

Position Overview:

We are seeking a highly organized and proactive individual to join our team as a Project Coordinator and Executive Assistant across our group of companies. This dual-role position requires someone with a strong background in business management and technical fields, who excels in overseeing technical projects, managing supplier relationships, and supporting senior management with ad-hoc tasks. With organization and prioritization skills, this candidate will organize the necessary pieces to ensure project success, and effectively coordinate multiple projects simultaneously.

The ideal candidate will be a go-getter with excellent communication skills and fluency in English, capable of thriving in a dynamic and fast-paced environment.

Key Responsibilities:

• Project Coordination:
• Develop and maintain comprehensive project plans for all initiatives, including Technology, IT, and others, ensuring alignment with organizational goals and objectives.
• Oversee and manage technical projects from inception through completion, ensuring they are delivered on time, within scope, and on budget.
• Develop and maintain detailed project plans, including schedules, resource allocation, and milestones.
• Coordinate cross-functional teams, ensuring clear communication and collaboration throughout the project lifecycle.
• Monitor project progress and address any issues or roadblocks that may arise.
• Execute and monitor project activities, identifying and addressing potential risks and issues promptly.
• Source and evaluate products and services required for various projects.
• Negotiate contracts and pricing with suppliers to achieve the best terms for the company.
• Maintain strong relationships with suppliers to ensure quality and reliability of products and services.
• Executive Support:
• Provide comprehensive administrative support to senior management, including scheduling meetings, preparing reports, and managing correspondence.
• Assist with ad-hoc tasks and special projects as directed by senior management.
• Prepare and edit presentations, documents, and other materials as needed.
• Conduct, compile and present research on various topics, including but not limited to, industry trends, market conditions, competitors, potential business opportunities, and vendors/suppliers' selections.
• Review and prepare documents, proposals, and strategic plans.
• Analyze supplier performance, identify new vendors/suppliers, and compile detailed reports for the senior management.
• Act as a liaison between senior management and other departments, ensuring smooth and efficient communication.
• Prepare and deliver updates and reports to senior management on project status and other relevant matters.
• Foster a collaborative environment by coordinating efforts across various teams and stakeholders.
• Documentation and Reporting:
• Create and maintain comprehensive project documentation, including project charters, timelines, and status reports.
• Generate post-project reports to evaluate project success and identify areas for improvement.
• Identify and assess potential risks associated with projects.
• Develop risk mitigation strategies and contingency plans.
• Proactively communicate potential risks to relevant stakeholders and implement preventive measures.

Qualifications:

• Education: Bachelor’s degree in Business Management, Technical Fields, or a related discipline.
• Experience: Minimum of 3 years of experience in project coordination, executive assistance, or a similar role, preferably in a technical as well as business management context.
• Skills:
• Exceptional communication skills, both written and verbal, with fluency in English.
• Proven ability to manage multiple projects and tasks simultaneously in a fast-paced environment.
• Strong negotiation skills and experience in supplier management.
• Proficiency in project management tools and software (e.g., Microsoft Project, Asana, Trello).
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.

Personal Attributes:

• Highly organized and detail-oriented with a proactive approach to problem-solving.
• Strong organizational and multitasking abilities.
• Ability to work independently and as part of a team, demonstrating flexibility and adaptability.
• Strong interpersonal skills with the ability to build and maintain professional relationships.
• Demonstrated ability to handle sensitive information with discretion and integrity.

Application Instructions:

Interested candidates should submit their resume and a cover letter outlining their relevant experience and qualifications.