Project Specialist

Pay Range: $30.00 - $35.00 USD per year

Location: Plainsboro Township, New Jersey, United States

Responsibilities

• Work closely with department personnel in all aspects of logistical, operational, production, and project coordination
• Build productive working relationships with key internal technical partners, key stakeholders, and internal clients
• Generate weekly project status reports across active and upcoming projects
• Coordinate project timelines and pre-project discovery meetings, including setting up and owning internal meetings and agendas
• Manage flow of intake requests, Statements of Work, and project show flow documents
• Support larger projects as needed in areas of crew communications, sending crew call sheets, edit assignment overviews, and project/production instructions
• Manage and update project schedules, milestones, and deliverables to ensure projects are running on schedule
• Maintain accurate project documentation, reporting, and data entry
• Schedule and manage internal and client meetings, including agendas and follow-ups
• Offer creative solutions and operational efficiencies where applicable
• Provide high-touch white glove service to internal stakeholders and clients
• Conduct client-specific asset administration including taxonomy and data entry for final assets
• Work closely with department personnel in any aspect of logistical and operational coordination
• Assist with event and conference prep, setup, and execution
• Other duties as assigned

Requirements

• A positive and proactive attitude and a willingness to jump in and help
• Strong documentation creation, tracking, and archiving background
• Problem solver, thriving in a fast-paced environment
• Well-organized and capable of handling multiple assignments
• Excellent verbal and written communication skills
• Outstanding prioritization and organizational skills
• Proficiency in Microsoft Office
• Familiarity with Adobe Creative Suite and similar production tools
• Proficient with event, conferencing, and production terminology
• Performs well under pressure while maintaining attention to detail and an appropriate sense of urgency
• Ability to interface effectively with a variety of people including team personnel, clients, and vendors to establish productive, ongoing relationships
• Strong results orientation to deliver seamless and timely services to customers
• May require after-hours and weekend work

Qualifications

• Degree in Strategic Communications, Business Administration, Hospitality, Project Management, Marketing, Public Relations, or related field is preferred
• 3+ years office administration, communications, or executive assistant experience preferred
• Experience in a conference and events company preferred

Benefits

• Health and welfare benefits coverage options including medical, dental, and vision
• Spending accounts
• Life insurance and voluntary plans
• Participation in a 401(k) plan

Schedule

This is a full-time onsite position in Plainsboro, New Jersey.