Project Specialist

Better Business Bureau of Minnesota & North Dakota

BBB is an international non-profit network consisting of more than 100 BBBs across North America. BBB is one of the most recognized and trusted brands in the nation. BBB of Minnesota and North Dakota is supported by more than 7,000 Accredited Businesses, all of whom share BBB's vision for an ethical marketplace where buyers and sellers trust each other.

BBB is more relevant than ever For more than 100 years, our nonprofit organization has helped consumers find businesses, brands, and charities they can trust. We provide unbiased marketplace support, lift up consumer voices, champion ethical business practices, and provide community education.

We are currently seeking a versatile, energetic, and integrity-driven Project Specialist / Administrative Specialist to join our Communications team in our Burnsville, MN office. (This is an In-Office position).

When you join the team at Better Business Bureau, you can expect a culture that is future-focused, supportive, and highly collaborative. Our employees share in BBB's vision and are passionate about the work we do. We encourage each other to embody BBB's mission of building trust, integrity, and ethics. We value innovation, a continual learner mindset, and hard work. We value diversity and inclusion. We make space for opportunities to recharge and cultivate deeper relationships among colleagues thanks to our Wellness Committee and Fun Patrol initiatives.

Position Summary

The Project Specialist / Administrative Specialist will provide support to the President and CEO, VP of Communications and at times, other key Leadership Team Members, with multiple project coordination tasks within the Communications Department and cross-functional groups to support both internal and external project efforts. This position will also assist on a variety of administrative functions.

The successful candidate will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines and organize and maintain administrative processes. We are looking for a person with a positive, friendly, and outgoing personality who will be an ambassador to help promote the value of the BBB Brand.

Primary Duties and Responsibilities

Project Specialist Duties

This position works with internal and external partners to initiate and run major projects. This includes coordinating schedules and activities and tracking progress and results. Also, supporting all BBB department heads with large project initiatives.

• Assist with maintaining a full organizational project calendar with timelines and priorities, sets meetings and facilitates the agenda.
• Assist to identify potential project risks and assist to develop/implement strategies to minimize impact and control deviations from estimated costs and project deadlines.
• Assist with multiple departmental level projects by utilizing sound project management methodology that includes identifying and managing overall project dependencies; identifying project risks and critical paths; developing mitigation plan with project team and key stakeholders; and identifying and escalating issues to ensure resolution and to make sure project deliverables stay on time and on target.
• Assist in developing project management standards and tools which include procedures, templates, tools, sharing best practices, etc.

General Administrative Specialist Support

• Coordinate and maintain calendars. Schedule internal meetings and appointments, coordinate off-site meetings, prepare for client and Board of Director meetings, and coordinate food, beverage, and equipment needs with appropriate staff.
• Schedule, coordinate, prepare agendas, attend meetings, take appropriate minutes and coordinate follow up as directed. Initiate and facilitate Zoom meetings.
• Manage travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, marketing materials, and other necessary preparations.
• Manage document preparation, record keeping and filing.
• Ensure that various administrative tasks are done in an effective and efficient manner, including drafting correspondence, maintaining files, copying material as needed and reviewing outside mail. Assist in all tasks and functions as required. This may include events, special projects, meetings, etc.
• Handle confidential information in a professional and discreet manner.

Administrative Specialist Support –President & CEO

• Provide BBB President & CEO board meeting support including uploading documents into the Boardable software and taking minutes at meetings as designated.
• Organize and maintain electronic BBB Board of Director files, rosters, profiles, and contact information for retention purposes.
• Serve as super-user and key liaison for Leadership members and Board members to Boardable by keeping up with software updates and improvements, providing tips on maximizing the features and encouraging full use.

Administrative Specialist Support – Communication Department

• Schedule and coordinate the BBB Studio calendar and prepare for client visits. Greet and welcome Accredited Business, clients and visitors to our BBB office and Studio and coordinate hosting duties.
• Assist with client intake forms to determine appropriate BBB marketing services available to offer, coordinate follow-up communications and schedule internal meetings to discuss and prepare.
• Assist with project coordination tasks, including planning, tracking progress and budget, and ensuring deadlines are met.
• Utilize project management tools to monitor project progress against milestones, deadlines and budget guidelines. Assist in coordinating and adjusting project plans on performance and feedback.
• Assist with developing visual presentations via editing and proofreading.

Experience, Skills, and Abilities

• Two-Year degree from a business or vocational school. BS/BA Degree preferred.
• 3-5 years of demonstrated Project Specialist and/or Administrative Specialist support experience.
• Excellent organizational and time management skills.
• Excellent written and oral communication skills.
• Demonstrated success as a problem solver in a fast paced, multi-tasking, quality focused organization.
• Confident, professional, polite, and respectful of others.
• Demonstrated ability to handle confidential information appropriately.
• Ability to plan and coordinate various client meetings and travel logistics.
• Well-groomed professional appearance.
• Must be punctual and have good attendance in accordance with company policies.
• Ability to clearly and effectively articulate thoughts and points in a collaborative atmosphere
• Excellent analytical, organizational, project coordination and time management skills
• Proficient use of Microsoft Office, with demonstrated capability in Word, Excel, PPT, and Outlook, as well as Zoom, SharePoint Online and MS Teams.
• Knowledge of Acrobat Software desired, but not required. Will train.
• Experience with Boardable, Board Management Software, desired but not required. Will train.

Benefits Summary

• Health, Dental, FSA, HSA, Vision
• Life Insurance, Short-Term and Long-Term Disability
• 401(k) and generous 7% employer contribution
• Paid time off
• Paid Holiday Schedule
• Floating Holiday
• Early-off paid "Flex Fridays" in summer months
• Wellness Room with massage chair, weights, and walking work stations and more
• Positive and engaging work culture
• Professional development opportunities
• Free parking and convenient location: Burnsville, MN (near I-35 and Hwy 13)

BBB is an equal opportunity employer

BBB recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting our mission. BBB is committed to attracting and retaining employees with varying identities and backgrounds.

BBB provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.