Project Admin / Executive Sales Assistant – 5 days on-site, Jupiter, FL
Duration: 3-month Contract with potential for extension or conversion to FTE based on performance.
Must be willing, able, and excited about national and international travel on short notice!
About the Role:
Our late-stage start-up client is seeking a Project Administrator/Executive Sales Assistant to join their team initially on a 3-month contract basis, with the possibility of extension or conversion to a full-time role.
This position requires 5 days a week on-site in Jupiter, FL. Seeking someone with strong communication skills, a proactive mindset, and the ability to support customer projects by gathering information and coordinating with stakeholders. While the role is not focused on project management or coordination, the ideal candidate will play a key supporting role in ensuring the success of customer projects by facilitating communication and tracking essential project details. A background in sales or customer-facing roles will be beneficial, especially for candidates who are comfortable in client interactions and can confidently follow up to gather needed information.
Key Responsibilities:
Client Communication:
- Serve as the primary point of contact between internal teams and client stakeholders for customer projects.
- Draft and send clear, concise emails to clients to gather project-related information, ensuring the project stays on track.
- Follow up with clients to collect missing information, resolve issues, and ensure timely responses.
Information Gathering:
- Proactively reach out to clients and internal teams to collect necessary project details, status updates, and feedback.
- Be comfortable "chasing down" information from various stakeholders to ensure smooth project progress.
- Document and track all relevant project information in an organized manner.
Project Support:
- Support project teams by providing administrative assistance such as scheduling meetings, updating project documentation, and coordinating logistics.
- Assist with the preparation of reports, presentations, and project status updates for both internal teams and client stakeholders.
- Manage project-related documentation, ensuring all information is accurate and up to date.
Skills & Qualifications/ Experience:
- Strong written and verbal communication skills. Experience in customer-facing roles is a plus, especially in sales, account management, or client support.
- Ability to engage confidently with clients, follow up on tasks, and gather necessary information without hesitation.
- Proficiency in Microsoft Excel for organizing data and tracking project details.
- Proficiency in Microsoft PowerPoint to assist with presentations and reporting.
Personality & Approach:
- Must be comfortable “chasing down” information and handling difficult conversations when needed.
- Polished, professional demeanor with the ability to "read the room" and adjust communication style accordingly.
- A proactive, can-do attitude and the ability to work independently.
- Sales experience or a background in customer-facing roles would be beneficial.
Other Requirements:
- No need for extensive project management experience, but an ability to work within a project team and help keep things organized is key.
- You thrive working in a fast-paced environment with shifting priorities.
- Must be available for national and international travel on short notice and put work commitments first.
