Project Manager/Executive Assistant to the CEO

Description

Job Title: Project Manager/Executive Assistant to the CEO 

Reports To: President/CEO 

Discover Durham is Durham’s marketing and sales agency, helping draw nearly 12 million leisure and business visitors to our vibrant, eclectic city before Covid, and well on our way back to those levels.  Durham is an exciting place to be, and we are looking for a Project Manager/ Executive Assistant who is passionate about Durham’s future to help our team excel. 

Summary Job Description: 

As the PM/EA, you will play a crucial role in supporting the efficient functioning of the Office of the CEO by managing key projects and providing comprehensive administrative assistance to the Executive Team. This position requires exceptional organizational skills, strong attention to detail, excellent communication abilities, and the ability to multitask effectively in a fast-paced environment.  

Detailed Description: 

• Coordinate and manage various projects on behalf of the Executive Team, ensuring they are executed efficiently, within budget, and according to established timelines. 

• Collaborate with cross-functional teams to define project goals, deliverables, and timelines, and develop comprehensive project plans. Monitor project progress, identify potential issues, and proactively implement solutions to keep projects on track. Prepare and deliver regular project status updates to stakeholders, highlighting key milestones, risks, and opportunities. 

• Oversee scheduling, correspondence, and administrative tasks for the President/CEO and the other two members of the executive team, including making travel arrangements, document management, and general office support. 

• Use initiative in planning and coordinating schedules, meetings, and work sessions, both with internal and external stakeholders, including the board of directors and elected officials. Manage food orders and deliveries and room preparation as needed. 

• Prepare a board of directors’ agenda, minutes, resolutions, and monthly board reports; maintain roster, confirm attendance for board meetings, maintain correspondence, and schedule new board member orientations. Facilitate the new board member appointment process and ensure compliance with public announcement and documentation of board activity processes.  

• Act as a point of contact between the Office of the CEO and internal/external stakeholders, demonstrating professionalism and confidentiality. 

• Coordinate staff social functions and oversee staff registrations for community events. 

• Manage budgets for assigned projects and assist with divisional budgetary reporting needs. Process purchase orders and invoices for the executive team. Prepare and maintain the executive team’s expense reports. 

• Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures. 

• Track and maintain memberships in various industry and trade organizations; manage correspondence and feedback. 

Qualifications

Skills and Qualifications: 

• Highly organized, extremely detail-oriented, and able to multi-task and meet deadlines in a fast-paced, deadline-driven environment with competing priorities. 

• Ability to follow projects to completion, keeping track of multiple projects in varying stages at the same time, and gathering necessary materials and approvals from stakeholders. 

• Advanced computer skills on a PC/Windows-based platform, using Word, Excel, Outlook, and PowerPoint. Experience with project management software such as Asana and messaging systems such as Slack preferred. Can quickly adopt new software as needed. 

• Initiative to solve problems with energy and a positive attitude. 

• Durham residency and familiarity with Durham as a visitor destination is preferred. 

• Strong interpersonal, team, and collaboration skills. 

• Able to process decisions quickly.  

• Excellent oral and written communication skills. 

• 2-4 years of previous experience in an executive assistant or similar project management role.  

• Exceptional customer service skills and orientation; confidently and graciously handles communications with people of all types and stations. 

• Some schedule flexibility is required for occasional evening or weekend work. 

Discover Durham offers exceptional benefits, including employer-paid insurance premiums for staff, generous retirement contributions to the state employee pension plan, an enviable vacation and holiday allowance, paid downtown parking, and a great team of coworkers. Plus, you’ll work on Main Street in the heart of Downtown Durham. This position is primarily on-site, with flexibility for some WFH time. 

Salary : $60,000 - $65,999