Executive Assistant - Project Management at Fidelity Bond Group

Job Overview:

• The Executive Assistant - Project Management will provide high-level administrative support to the executive team, assisting in project coordination, planning, and execution. This role requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.
• The ideal candidate will be proactive, resourceful, and possess excellent communication and interpersonal skills.

Key Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential and sensitive information with discretion.

Project Coordination:

• Assist in the planning, execution, and monitoring of various projects.
• Coordinate project activities, resources, and information.
• Track project progress and provide regular updates to the executive team.
• Ensure that all projects are delivered on time, within scope, and within budget.

Communication:

• Serve as a liaison between the executive team and internal/external stakeholders.
• Facilitate communication within project teams and ensure all team members are informed of project developments.
• Schedule and coordinate project meetings, including preparing agendas and minutes.

Documentation and Reporting:

• Maintain accurate and up-to-date project documentation and records.
• Prepare and distribute project reports, status updates, and other relevant information.
• Assist in the development and implementation of project management tools and templates.

Resource Management:

• Assist in the allocation and management of project resources, including personnel, equipment, and materials.
• Monitor and track project expenses, ensuring adherence to budgetary constraints.

Problem-Solving:

• Identify and address potential issues or conflicts within projects.
• Proactively suggest solutions and improvements to enhance project efficiency and outcomes.

Miscellaneous:

• Perform other duties as assigned by the executive team or project manager.
• Continuously seek opportunities to improve administrative and project management processes.

Qualifications:

• Bachelor’s degree in Business Administration, Project Management, or a related field preferred.
• Proven experience as an Executive Assistant, Project Coordinator, or similar role.
• Proficiency in project management software (e.g., MS Project, Asana, Trello) and MS Office Suite (Word, Excel, PowerPoint).
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of professionalism and discretion.
• Strategic thinker with the ability to develop and implement effective security strategies.
• Detail-oriented with strong analytical and organizational skills.
• Ability to build and maintain strong relationships with external agencies and internal stakeholders.
• Proactive and adaptable with a strong sense of responsibility and integrity.