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Project Coordinator

2 months ago

San Diego, California, United States Maya Jewelry LLC Full time

Position Title: Project Administrator - Executive Assistant

Location: San Diego, CA

Employment Type: Salary

Range: $60K-$65K

Overview: Maya Jewelry LLC is in search of a skilled Project Administrator/Executive Assistant who possesses the resilience and dedication essential for success in a small business setting. The ideal candidate will demonstrate exceptional organizational abilities, advanced proficiency in Excel, and a solid history of effective process management. As a woman-owned enterprise, we prioritize a positive workplace culture and seek an individual who can contribute to our motivated team.

Key Responsibilities:

  • Provide direct support to the CEO and Operations Manager.
  • Oversee project administration throughout the organization, ensuring effective organization, note-taking, and adherence to deadlines.
  • Facilitate clear and effective communication.
  • Manage global project administration, including the oversight of project management software.
  • Conduct research and sourcing activities.
  • Utilize advanced Excel skills for data management.
  • Deliver high-level administrative support.
  • Implement and manage process guides.
  • Ensure all project documentation is current and accessible.
  • Act as a liaison across domestic and international teams.

Ongoing Duties:

  • Maintain and enhance existing systems and processes.
  • Oversee manufacturing timelines and project deliverables.
  • Keep project management tools updated with ongoing tasks.
  • Organize professional schedules and events.
  • Coordinate meetings, document notes, and schedule follow-ups.
  • Manage sourcing and manufacturing initiatives using collaborative tools.
  • Assist in meeting vendor timelines.
  • Conduct high-level client check-ins.

Expectations and Qualifications:

  • Highly organized with a keen attention to detail.
  • Advanced Excel capabilities, including functions like VLOOKUP and SUMIFS.
  • Strong problem-solving and analytical skills.
  • Assertive and capable of advocating for necessary changes.
  • Proficient in Google Sheets, Shopify, and various project management tools.
  • Accurate data entry and spreadsheet maintenance skills.
  • Excellent communication and problem-solving abilities.
  • Experience in project management with a clear understanding of priorities.
  • Effective time management skills.
  • Ability to work independently and manage workflows efficiently.
  • Proactive in addressing challenges and completing tasks.

Performance Metrics:

  • Ensure all projects are systematically organized and information is easily retrievable.
  • Maintain accurate data organization.
  • Meet project deadlines consistently.
  • Demonstrate adaptability when necessary.

Meetings and Evaluations:

  • Participate in weekly one-on-one meetings with the direct supervisor.
  • Engage in annual performance evaluations.
  • Attend additional reviews as required or requested.
  • Join monthly meetings to discuss project progress and transitions.

Additional Information:

  • A relevant Bachelor's degree or equivalent experience is required.
  • Experience in a brand or startup environment is advantageous.
  • Completion of an NDA and background check is mandatory.

If you are a highly organized individual with strong problem-solving capabilities and a passion for effective project management, we invite you to consider this exciting opportunity.