Project Coordinator/Administrator

Company Name:
Hegan Roessle Group
Responsibilities include:
Schedule all internal and external team calls and meetings
Generate meeting agenda and meeting minutes
Provide travel support for the team
Assist with filing expense reports for the team
Determine, communicate, and track meeting action items
Administer team file-sharing space and coach team members on usage practices
Develop strong working relationships with network members, clients, and guests via direct communication or communication through their executive assistants
Provide document preparation and distribution support, with heavy emphasis on proof reading, identifying and correcting document format issues, printing, and binding documents
Generate project timelines, identify milestones, and monitor deadlines
Work with external vendors (including printers and copy editors) to ensure that high standards for service quality and delivery deadlines are met consistently
Update information and communications in database
Assist with member-and guest-related event logistics and meeting logistics
Anticipate and plan for requirements of tasks, execute tasks in a timely manner, and know when to ask for help
Provide constructive feedback on practices to continuously improve processes
Provide administrative support to one or more executives
Provide collaborative support for other networks or internal projects as needed

BS/BA degree (or equivalent) and 2-3 years of professional experience in an environment with senior-level executives
Extensive experience with Microsoft Office Suite including Outlook, Word, Excel and PowerPoint; and BlackBerrys
Strong verbal and written communication skills, highly professional presence and phone manner; able to interact with board-level and C-level executives
Intellectually curious and able to learn quickly
Proactive mindset and approach
Enjoy multi-tasking and can prioritize work streams effectively under deadline, with timely execution and resolution of action items
Motivated by teamwork; enjoy working in highly collaborative environments
Gracious and supportive; concerned with the interests of others
Open to feedback and learning; willing to coach and teach others
Ethical, confident, creative, and positive attitude
Experience preparing and proofing documents for an executive-level audience

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