PROJECT ADMINISTRATOR

Transcription

1 PROJECT ADMINISTRATOR Company Overview Founded in 1998, Gagen MacDonald is a pioneering consulting firm specializing in strategy execution. We are passionate about helping organizations manage the human struggle of change. We work with some of the biggest and best brands in the world to help organizations drive transformation and engagement by shaping corporate culture, developing leaders and building strategic communication capabilities. We bring deep experience and the right competencies to solve client challenges and drive behavior change to achieve tangible business results. We understand what organizations face as they navigate the complexities of change. Through engaging leaders to capture employees hearts and minds in the face of change, we help companies deliver the information and inspiration they need to help improve business performance and make the company a better place to work. Role Description The Project Administrator supports and will play an integral role on a team of consultants and creatives to support internal and external clients along with the coordinating and trafficking of creative projects. This role will be responsible for administering project-related tasks such as workflow management, project schedules and priorities, planning and execution, business proposals, financial monitoring and updates, documentation, and coordination with graphic designers and printers. The ideal candidate will be organized with a keen attention to detail and flawless execution, and an avid learner with a drive for continuous improvement. The right candidate will possess the personal attributes that fit our culture, including a professional and collaborative demeanor, and a proactive and self-directed approach to the work. The position will report to a Team Lead on the team. Key Responsibilities Team and Project Execution Documents activities of the team, such as: schedules, meeting notes, agendas, and status reports. Sets up meetings. Supports in the organization of team events on a quarterly basis. Coordinates and maintains project documentation, including invoices, change orders, project schedules, budgets, and post mortem reviews Team Administration Responsible for scheduling meetings, taking meeting notes, preparing agendas, and status reports. Occasionally responsible for booking travel for team members. Coordinates quarterly team meetings and monthly team events. Planning Researches potential clients and client organizations Documents the project team s approach, deliverables, schedule and tools to deliver the project within established constraints Assists in developing project budgets Inputs and tracks budgets, invoices and other project details in our database system Creative Support

2 Ensures all creative projects are prioritized and running on time Coordinates with graphic designers and printers (printing, production and shipping) Manages expectations of creative team clients (internal and external) and recognizes when to report and escalate issues Performs quality assurance, ensuring all work is accurate and flawlessly executed Monitoring Financials and Risk Management Helps update project financial documentation in project enterprise software, including estimates, revenue forecasts, workbooks, invoicing, payables and receivables Staffing Documents staffing needs and uses resource management tools to update staffing requests and changes Key Competencies Organizing & Planning Able to be highly productive and efficient by effectively managing time wisely and prioritizing competing tasks. Solid understanding of project management concepts, including project deliverables, milestones and scope. High Standards Able to establish and maintain standards that guarantee exceptional quality and necessary attention to detail. Seeks to continually improve processes and products. Results Driven: Maintains appropriate focus on outcomes and accomplishments, and conveys a sense of urgency to make things happen. Communication Proficiency Confident and collaborative verbal and written communication skills Establishes rapport with others and gains their confidence Communicative; actively seek and share information Problem Solving and Decision Making Able to identify problems, solve them, act decisively, and show good judgment. Approaches problems and decisions methodically Change Agility Able to multi-task and prioritize in a fluid, high-performance and fast-paced environment. Able to be flexible, open to new ideas and quickly adapt to new situations. Can stay calm under pressure. Experience & Qualifications 3-5 years of administrative support and/ or project coordination experience, preferably at a professional services firm, marketing or creative agency Previous experience and knowledge of trafficking systems within design/marketing agencies, or in-house departments. Bachelor s degree or certificate preferred, such as in a technical or business field. Coursework in a creative or design related area, such as graphic design, interactive media, or web development is a plus. MS Office skills, including PowerPoint a must.

3 Position is based in Chicago. Exemplifies Gagen MacDonald s values:

4 Gagen MacDonald s Values and Guiding Behaviors We act with integrity, humility and kindness in everything we do. We are inspired by courage, passion and a sense of fun. We are good listeners first. We respect and trust each other. We assume innocence. We keep our promises. We tell the truth. Our cause is our clients success We are unrelenting in our pursuit of achieving client results. We deliver our best work and create sustainable value for each client. We re not afraid of the dark. We believe ingenuity finds a way around every obstacle. We are invigorated by making a difference. We constantly push the envelope of our thinking and approach. We are careful not to take ourselves too seriously. We celebrate individuals and their contributions to the vitality of our firm. We seek opportunities to learn and transfer knowledge and skills in There are no substitutes clients businesses. We approach clients ch We thrive on rolling up our hands dirty. each assignment. for understanding our llenges with empathy. our sleeves and getting We build our community upon inclusive and collaborative teams, sustained through individual accountability.

5 We are committed to nurturing and developing each person. We appreciate the power of diversity. We reward and recognize achievements. Each of us takes responsibility for teaching and learning. Everyone has the opportunity and encouragement to do great work.

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