Executive Secretary - Full Time - Remote

Description

We are looking for a Project Administrator/Secretary to support project activities, including simple tasks and larger plans. You will manage schedules, arrange assignments, and communicate progress. Project Administrator/Secretary responsibilities include preparing action plans, analyzing risks and opportunities and gathering necessary resources. For this role, you will work with a Partner, Principal, or Managing Director level or equivalent, so good communication and collaboration skills are essential. Ultimately, you will ensure you provide support evaluation of communications approach on surveys, focus groups, interviews, and data analysis.

Responsibilities

• Update communications based on stakeholder feedback
• Monitor project progress and address potential issues
• Create and update workflows
• Conduct risk analyses
• Uses judgment in determining layout and format of work.
• Identify and explore new communication assets and channels as appropriate
• Track expenses and predict future costs
• Provide advanced word processing and administrative support.
• Prepare and provide documentation to internal teams and key stakeholders
• Support evaluation of communications approach via surveys, focus groups, interviews, and data analysis
• Track distribution of assets across stakeholder groups
• Makes decisions within established policies and procedures and oversight of supervisor(s).
• Retrieve necessary information (e.g. user/client requirements and relevant case studies)
• Break projects into doable tasks and set timeframes and goals
• Works under general supervision; work reviewed on completion of assignment for accuracy and completeness.
• Measure and report on project performance
• Act as the point of contact for all participants
• Order resources, like equipment and software
• Draft and refine communication assets in support of third-party certification pilots and firmwide rollout (e.g., emails, FAQs, quick reference guides, spotlight articles, website content)
• Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
• Coordinate quality controls to ensure deliverables meet requirements

Requirements

• PMP / PRINCE2 certification is a plus
• Ability to adapt communication tone, style, and delivery to a variety of audiences
• Demonstrated consultative approach and ability to work with stakeholders and audiences at a variety of management levels
• Solid organization and time-management skills
• Hands-on experience with flowcharts, technical documentation, and schedules
• Strong command of Microsoft Office tools and applications (Word, PPT, Outlook)
• Ability to self-manage and own end-to-end deliverable creation
• Demonstrated experience creating high-quality and impactful communication deliverables
• Work experience as a Project Administrator, Project Coordinator, or similar role
• Knowledge of project management software (e.g. Trello or Microsoft Project)
• Strong written communications skills
• BSc in Business Administration or related field
• Experience delivering communications in a matrixed, professional services environment
• Experience supporting communications for technology implementations
• Team spirit
• Experience with web-based applications/platforms to develop and deliver communications (e.g., Zoomforth, Sharepoint, etc.)
• Ability to manage multiple responsibilities and shifting priorities within a complex project environment