What are the responsibilities and job description for the Project Specialist - Executive Operations position at Pro Food Systems Inc?
PROJECT SPECIALIST – EXECUTIVE OPERATIONS
Reports to: Director of Executive Operations
FLSA Status: Exempt
SUMMARY
The Project Specialist – Executive Operations plays an essential role in supporting the timely execution and delivery of projects across multiple business units and departments within the PFSbrands umbrella. Reporting directly to the Director of Executive Operations, you will assist in the coordination, tracking, and reporting of projects to ensure deadlines are met and deliverables are achieved. This role requires strong organizational skills, attention to detail, and the ability to effectively collaborate with cross-functional teams. Success in this position is marked by reliability, thoroughness, and the consistent delivery of quality work.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Project Support: Assist in defining project tasks and deliverables. Develop detailed task lists, timelines, and follow up on assigned tasks.
- Cross-Functional Coordination: Collaborate regularly with departments such as IT, Marketing, People Success, Operations, and Accounting to ensure effective communication and alignment on project tasks.
- Tracking & Reporting: Track project milestones and update performance metrics. Prepare and distribute regular status reports to stakeholders and senior leadership.
- Issue Identification: Identify potential project issues and promptly escalate them to appropriate personnel for resolution.
- Documentation: Maintain accurate and detailed records of project activities, decisions, and outcomes to ensure clarity and accountability.
- Stakeholder Communication: Provide clear, ongoing communication with stakeholders regarding project progress and updates.
- Perform all other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- 1-3 years of relevant experience in project support or coordination, preferably in fast-paced, dynamic environments
- Proficiency in project management software, with strong preference for expertise in Smartsheet
- Associate's or Bachelor's degree preferred, or equivalent practical experience
- Strong organizational and multitasking skills with a high level of attention to detail
- Ability to remain composed and decisive under pressure, effectively managing multiple simultaneous projects
- Ability to effectively manage multiple tasks simultaneously in a timely manner
- Excellent verbal and written communication skills, capable of clearly conveying complex information to diverse audiences
WORKING CONDITIONS
- Work is typically performed in normal office conditions.
- Position requires occasional overnight travel.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to sit for prolonged periods of time in front of a computer daily
- Frequently required to stand; walk; and stoop, kneel, crouch or crawl
- Must have visual and hearing acuity
- Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis
- Digital dexterity and hand/eye coordination in operation of office equipment including a computer
- Ability to speak to, hear, and understand others via phone and in person in English
