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Operations Project Coordinator

2 months ago

Paw Paw, Illinois, United States The Pizzo Group Full time
Job Overview

Salary: 48k-54k BOE

Position Summary:
We are looking for a dedicated and detail-oriented Operations Administrative/Project Assistant to deliver extensive support to our leadership team and ensure the seamless execution of daily operations alongside various significant projects. The ideal candidate will exhibit outstanding organizational capabilities, effective communication skills, and a high level of professionalism, while adeptly managing multiple responsibilities.

Core Responsibilities:

1. Administrative Duties:

  • Calendar Oversight: Manage and coordinate executive schedules, including meetings, appointments, and travel arrangements. Optimize executive calendars for maximum efficiency.
  • Communication Management: Handle high-level correspondence, including drafting, proofreading, and editing emails, reports, and presentations. Act as a liaison between the executive team and both internal and external stakeholders.
  • Meeting Preparation: Organize and prepare for executive meetings, including agenda preparation, document gathering, and minute-taking. Ensure follow-up on action items for timely completion.
  • Confidentiality Maintenance: Uphold strict confidentiality regarding sensitive information and executive matters.

2. Management Assistance:

  • Project Coordination: Aid in the planning, execution, and monitoring of strategic projects. Track milestones, deliverables, and deadlines to ensure projects are completed on time.
  • Documentation Management: Prepare and oversee project documentation, including project plans, status reports, and presentation materials, ensuring accuracy and organization.
  • Stakeholder Engagement: Facilitate communication with project stakeholders, including scheduling meetings, providing updates, and addressing inquiries.
  • Issue Resolution: Assist in identifying and resolving project-related issues and risks, proposing solutions to keep projects on track.

3. Operational Support:

  • Process Enhancement: Contribute to the development and implementation of operational processes and procedures aimed at improving efficiency and effectiveness.
  • Data Analysis: Collect, analyze, and interpret operational and project-related data. Prepare reports and presentations for executive review.
  • Event Planning: Organize and coordinate high-profile company events, including conferences, workshops, and team-building activities.

4. Strategic Assistance:

  • Research and Insights: Conduct research and gather information to support strategic decision-making. Prepare summaries and recommendations based on findings.
  • Special Projects: Assist with special projects and initiatives as assigned by the executive team, providing administrative support and project management expertise as needed.

5. Additional Responsibilities:

  • Office Management: Oversee office supplies inventory, manage office equipment, and ensure a well-organized and efficient office environment.
  • Team Collaboration: Foster positive relationships with colleagues, clients, and vendors, supporting team members in achieving departmental objectives.

Qualifications:

  • Education: Degree in Business Administration, Management, or a related field preferred.
  • Experience: Minimum of 4 years in an executive administrative or project coordination role, preferably supporting senior executives.

Skills:

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experienced with project management software.
  • Required proficiency in QuickBooks Desktop and QuickBooks Online software.
  • Strong organizational and time-management skills with the ability to handle multiple tasks and priorities in a fast-paced environment.
  • Exceptional verbal and written communication skills, with a keen attention to detail.
  • Ability to maintain confidentiality and manage sensitive information with discretion.
  • Demonstrated problem-solving and analytical skills with a proactive approach to tasks and projects.

Benefits:
We offer a comprehensive benefits package designed to support your well-being and professional growth, with full details provided during the interview process.

Please Note:
This job description is not intended to be a complete list of all responsibilities, duties, or skills and is subject to review and change at any time, with or without notice. This position is exempt based on FLSA laws. The Pizzo Group uses E-Verify and third-party background check services during the hiring process.

All your information will be kept confidential according to EEO guidelines.