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Project Coordinator - IT

New York, New York

Post Date: 01/12/2018 Job ID: 5466 Industry: Information Technology Management

Project Coordinator – IT

Our client is one of the world’ s leading media and entertainment companies in development, production, and marketing of entertainment, news, and information. They own and operates a valuable portfolio of news and entertainment television networks, a premiere motion picture company, significant television production operations, a leading television stations group, and world-renowned theme parks.

  • Completes a broad variety of administrative tasks. Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars.
  • Arranges and schedules numerous meetings involving executives; maintain and update calendar; develops and maintains relationships with executive assistants throughout the company; determines importance of meeting requests and schedule accordingly; demonstrate flexibility, patience and persistence in routinely rescheduling meetings.
  • Arranges travel and all accommodations including comprehensive and detailed itineraries; process reimbursement and expense reports in accordance with established policy guidelines; track expenses and follow-up in timely manner.
  • Provides a bridge for smooth communication; demonstrates leadership to maintain credibility, trust and support with senior management staff.
  • Plan and organize special events, group meetings, corporate training, team building and other employee events.
  • Responsible for the timely preparation/compilation of data/edits and distributing reports, forms, and documents.
  • Creates and edits presentations, agendas, spreadsheets, communications, databases, and reports.
  • Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink.
  • Serves as first-line of defense with the high volume of communications of phone and email
  • Responsible for drafting and editing correspondence
  • Responsible for developing and maintaining efficient and accurate record keeping/filing systems
  • Manages general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc.
  • Manages special projects as designated and assist other department members as necessary and acts as back up for other assistants on team.
  • Manage department files, including electronic document systems, intranet web sites, wikis, and web-based project management tools.
  • Communicate with direct reports including VP level, directors, and managers for various requirements and maintain confidentiality as necessary.
  • Coordinate onboarding and offboarding employees and consultants, including hardware installation request/repair, space planning, etc.
  • Coordinate employee desk and office moves.
  • Manage team vacation/personal day calendar.
  • Process invoices send for payment.
  • Create New Vendor requests for PO creation.                     

  • Minimum 3 years of related experience as an Administrative Assistant or related field.
  • High school diploma is required;
  • Strong computer skills and expert knowledge of all Microsoft Office programs including PowerPoint, Excel, Word and Outlook.
  • Excellent verbal and written communication skills, including a professional phone manner and in-person presence.
  • Proven ability to collaborate in an administrative team environment.

Preferred Qualifications  
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Excellent foresight and responsiveness abilities.
  • Highly organized and detail-oriented with the ability to perform well under pressure.
  • Superior organizational and administrative skills with the ability to prioritize work.
  • Very strong interpersonal skills and the ability to develop and maintain good working relationships with staff, executive team, external partners, etc.
  • Attention to detail and demonstrated initiative; self-starter who is organized with strong decision-making capability and emotional maturity.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Naturally energetic, enthusiastic and engaging interpersonal style.
  • BA/BS degree preferred.

Cathy Rodger
Technical Recruiter

I like to explore not just what a candidate can do, but also what they want to do. Looking to make a career change? Let’s talk about what we can do to help steer you in that direction, whether that be continuing education or finding the right opportunity where you are able to grow into a new role. I want to help…so let’s connect today!
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