Project Specialist

About the role

The Project Specialist is the operational backbone of the AI Ecosystem Chief of Staff Office. The role provides dedicated administrative support to both the Chief of Staff and the HR Director, while owning end-to-end logistics for executive meetings, leadership offsites, and AI Ecosystem team events. This role also project-manages logistics for AI Ecosystem flagship industry moments — including CES, Tech World, MWC, and IFA — coordinating space, catering, device shipping, brand and marketing materials, and on-site execution.

Responsibilities

• Provide day-to-day administrative support to the Chief of Staff and the HR Director for AI Ecosystem — calendaring, inbox triage, expense reporting, travel coordination, and document preparation.
• Own end-to-end logistics for executive meetings, leadership offsites, and AIES team events — including space booking, AV setup, catering, and on-site coordination.
• Manage device shipping logistics for executive demos and events — coordinating with IT, supply chain, and vendors to ensure equipment arrives on time and in working order.
• Order, track, and manage inventory of Lenovo brand and marketing materials (giveaways, signage, swag) for internal and external events.
• Project manage end-to-end logistics for major AIES events (CES / Tech World, MWC, IFA, and other flagship moments) — owning timelines, vendor contracts, shipping, and on-site execution.
• Cross-functionally coordinate with Marketing, IT, Facilities, Travel, and external vendors to keep event workstreams on schedule.
• Maintain master event calendars, run-of-show documents, vendor lists, and post-event recaps for the CoS Office.
• Process purchase orders, vendor onboarding, invoices, and event budgets in partnership with Finance and Procurement.

Requirements

Basic Qualifications:

• Bachelor’s degree, or 5+ years of relevant work experience managing projects, events logistics, and supporting senior leaders.
• 3+ years of experience as an Executive Assistant, Project Specialist, Event Coordinator, or similar role supporting senior leaders.
• Demonstrated experience managing logistics for executive meetings, offsites, or large-scale events end-to-end.
• Experience with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and standard expense and travel-booking tools.

Qualifications

• Excellent written and verbal English communication skills.
• Strong project management skills with the ability to juggle multiple workstreams, deadlines, and stakeholders simultaneously.
• Ability to handle confidential executive and HR information with discretion and sound judgment.

Skills

• Event Coordination
• Logistics Management
• Executive Support
• Project Management

Benefits

Lenovo offers a comprehensive benefits package that includes:

• Health Insurance
• Retirement Plans
• Flexible Spending Accounts
• Employee Assistance Programs
• Wellness Programs
• Professional Development Opportunities

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, religion, sexual orientation, gender identity, national origin, status as a veteran, and basis of disability or any federal, state, or local protected class.