What are the responsibilities and job description for the Executive Assistant/Program Coordinator position at PTR Global?
Job Title: Executive Assistant/Program Coordinator
Location: Boston, MA OR Plano TX (Hybrid, 2x onsite)
Duration: 2 years contract with possible extension
Overview:
- Client is seeking an exceptional and detail-oriented Executive Assistant & Program Coordinator to support four senior executives spearheading a major multi-year Technology Enabled Business Transformation.
- This position blends high-level administrative support with critical program coordination responsibilities, requiring a dynamic professional who thrives in a fast-paced, transformative environment.
Key Responsibilities:
Executive Support:
Calendar Management:
- Proactively manage complex, dynamic schedules for four senior executives. This involves scheduling and confirming meetings, managing time zone differences for global calls, and prioritizing tasks to ensure optimal time management.
- Resolve scheduling conflicts, ensuring all stakeholders are informed and updated promptly.
Communication:
- Serve as the communication gatekeeper, screening and prioritizing emails, calls, and other correspondence.
- Draft, edit, and proofread high-quality emails, presentations, and reports for internal and external audiences.
- Prepare briefings for meetings by compiling relevant documents, reports, and data insights.
Travel Coordination:
- Plan and organize comprehensive travel itineraries, including flight bookings, ground transportation, and accommodation, ensuring alignment with executives’ schedules and preferences.
- Prepare detailed travel briefings with all necessary documents and contacts.
Administrative Support:
- Handle a wide array of administrative tasks, including filing, record-keeping, and office supply management, ensuring the executives' office runs smoothly.
- Oversee expense reports and budget tracking for the executives, ensuring accuracy and compliance with company policies.
Program Coordination:
Project Coordination:
- Collaborate with the transformation team to plan and execute project activities, ensuring alignment with strategic goals and timelines.
- Maintain project trackers, dashboards, and documentation to provide accurate and up-to-date project status.
Meeting Facilitation:
- Organize and facilitate cross-functional project meetings, ensuring all participants are prepared and have access to necessary documentation.
- Record and distribute meeting minutes, tracking action items and follow-up tasks to ensure accountability and completion.
Communication and Reporting:
- Develop and maintain strong relationships with key stakeholders across the organization to enhance communication flow and stakeholder engagement.
- Prepare comprehensive project reports and presentations for executive review, distilling complex data into clear, actionable insights.
Risk and Issue Management:
- Assist in the identification and monitoring of project risks and issues, facilitating the development of mitigation strategies.
- Maintain a risk register and work with project leads to ensure proactive management and resolution of issues.
Budget and Resource Monitoring:
- Support the tracking and management of project budgets, ensuring resources are allocated efficiently and expenditures are within planned limits.
- Assist in preparing financial reports and forecasts for review by the project leadership team.
Qualifications:
- Bachelor’s degree in Business Administration, Management, or related field is preferred.
- 3 plus years of proven experience as an Executive Assistant, Program Coordinator, or Junior Project Manager, preferably in a technology or transformation setting.
- Exceptional organizational skills with a keen attention to detail.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (e.g., MS Project, JIRA, Trello).
- Excellent written and verbal communication skills, with the ability to communicate effectively at all levels of the organization.
- Strong problem-solving skills and the ability to anticipate needs and potential challenges.
- Ability to handle confidential information with discretion and maintain a high level of professionalism.
- Experience in technology and business transformation initiatives is highly desirable.
- Project Management Professional (PMP) certification or equivalent is advantageous but not required.
Key Competencies:
- Attention to Detail: Demonstrated ability to manage intricate scheduling and project components accurately and efficiently.
- Proactive Problem-Solving: Capacity to anticipate needs and potential challenges, offering innovative and timely solutions.
- Time Management: Proven track record of balancing multiple priorities and deadlines effectively in a fast-paced environment.
- Interpersonal Skills: Strong relationship-building skills, with the ability to work collaboratively across teams and with various stakeholders.
- Adaptability: Ability to thrive in a dynamic, rapidly changing environment and manage ambiguity with confidence.
Required:
- Strong MS Office (Excel and Power Point), strong communication skills, highly professional.
- Need someone client will be confident in as they will be supporting top level executives.
- Will be required to help with PP presentations and coordinate town halls in addition to EA duties.
- Experience in technology and business transformation initiatives is highly desirable.