Project Coordinator

2 weeks ago

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

Position Title: Project Administrator - Executive Assistant

Location: San Diego, CA

Employment Type: Salary

Salary Range: $60K-$65K

Overview: Maya Jewelry LLC is in search of a skilled Project Administrator/Executive Assistant who embodies the resilience and commitment necessary to excel in a small business atmosphere. We seek an individual who demonstrates exceptional organizational abilities, possesses advanced skills in Excel, and has a solid history of effective process management. As a woman-owned enterprise, we prioritize a positive and healthy work environment and are eager to welcome someone who shares this ethos to our dedicated team.

Key Responsibilities:

  • Provide direct support to the CEO and Operations Manager.
  • Oversee project administration throughout the organization, facilitating organization, note-taking, and adherence to deadlines.
  • Communicate with clarity and effectiveness.
  • Manage global project administration, including the oversight of project management software across the organization.
  • Conduct research and sourcing activities.
  • Utilize advanced Excel functions and perform data scrubbing.
  • Deliver high-level administrative support.
  • Implement and manage process guides.
  • Ensure all project documentation is current and accessible to the team.
  • Act as a liaison across the organization, both domestically and internationally.

Ongoing Duties:

  • Maintain existing systems and processes.
  • Oversee manufacturing deadlines and projects.
  • Keep project management boards updated with ongoing tasks.
  • Organize and update professional schedules and events.
  • Schedule meetings, document notes, and coordinate follow-ups.
  • Manage sourcing and manufacturing projects utilizing cloud storage and project management tools.
  • Assist in meeting vendor deadlines.
  • Conduct high-level client check-ins.

Expectations and Qualifications:

  • Exemplary organizational skills.
  • Proficient in advanced Excel functions such as VLOOKUP and SUMIFS.
  • Strong problem-solving and critical thinking abilities.
  • Assertive and able to advocate effectively.
  • Familiarity with Google Sheets, Shopify, and project management software (e.g., Asana, Trello).
  • Accurate numerical and data entry skills.
  • Ability to maintain spreadsheets with precision.
  • Clear communication and robust problem-solving skills.
  • Experience in project management with a clear understanding of priorities.
  • Effective time management capabilities.
  • Independent problem-solving and efficient workflow management.
  • Ability to work autonomously and proactively.

Performance Metrics (KPIs):

  • All projects are organized with easily accessible information.
  • Data organization is accurate.
  • Project deadlines are consistently met.
  • Ability to pivot insightfully when necessary.

Meetings and Evaluations:

  • Weekly one-on-one meetings with the direct manager.
  • Annual performance evaluations.
  • Additional reviews as needed or requested by the employee.
  • Monthly meetings to review and transition projects.

Additional Information:

  • Relevant Bachelor's degree or four years of qualified experience.
  • Experience with a brand or startup is advantageous.
  • NDA and background check are required.

If you are highly organized, possess strong problem-solving skills, and have a passion for effective project management, we invite you to consider this dynamic opportunity.

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