Description:
Position Summary:
We are seeking a highly organized and proactive Product Project Specialist to provide comprehensive administrative support to our Product Team. This role will play a key part in ensuring the smooth operation of our product sales process by assisting with scheduling, communication, and project coordination. The ideal candidate will be detail-oriented, adaptable, and able to work in a fast-paced environment.
Schedule:
Monday - Friday, between 8am and 5pm, must be available during business hours and working a full-time schedule (equivalent to 40 hours per week).
Reporting Structure:
The Product Project Specialist will report to multiple leaders within the Product Team, including the Equipment Product Category and the Parts and Supplies Product Category Managers, with dotted-line reporting to other team members. The role requires effective communication, prioritization, and coordination across the following reporting lines:
- Primary Reporting: The Product Project Specialist will report directly to the Senior Product Category Manager for high-level strategic tasks, scheduling, and executive support responsibilities.
- Secondary Reporting: The Product Project Specialist will support the Product Category Managers on day-to-day operational tasks, including project coordination, meeting support, and team logistics.
- Cross-Functional Support: The candidate will also liaise with other departments (e.g., marketing, sales, technical) to facilitate collaboration and ensure alignment across teams. Support in cross-functional projects will require collaboration with functional heads as necessary.
Key Communication Expectations:
- Prioritization: Regular check-ins with the Product Category Managers to prioritize tasks and ensure alignment on key initiatives.
- Delegation of Tasks: Each leader will communicate their needs to the Senior Product Category Manager who will be responsible for managing and balancing requests based on urgency and impact.
- Feedback Loops: The Product Project Specialist is expected to proactively manage updates and feedback loops with both primary and secondary reporting lines, ensuring all tasks are completed efficiently.
Essential Duties and Responsibilities:
Administrative Support:
- Manage the day-to-day schedule for the Product Team, including meetings, events, and travel arrangements.
- Coordinate internal and external meetings, including preparing agendas, capturing notes, and following up on action items.
- Handle email correspondence and filter communications, ensuring important messages are addressed promptly.
- Execute significant oversight and practice decision making authority over budget management, client relationships, vendor negotiations.
Project Coordination:
- Assist in organizing and tracking product timelines and deliverables.
- Help manage product launch events, presentations, and materials preparation.
- Coordinate with cross-functional teams (marketing, sales, technical) to ensure alignment and smooth project execution.
Document Management:
- Maintain and organize product-related documents, including meeting notes, project updates, and key product information.
- Create and format reports, presentations, and other documents for internal and external stakeholders.
Team Support:
- Act as a liaison between the Product Team and other departments, ensuring clear communication and follow-ups on key initiatives.
- Assist with onboarding of new team members, coordinating workspace, equipment, and software access.
- Organize team offsite events, workshops, and other gatherings.
Travel and Expense Management:
- Arrange domestic travel logistics for the Product Team and our dealer partners.
- Process and track expenses, ensuring adherence to company policies.
Requirements:
Qualifications:
- 3-5 years of experience as an Executive Assistant, preferably supporting a product or technical team.
- Strong organizational skills with the ability to multitask and prioritize.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools like Microsoft Teams, Slack, Zoom, and Google Workspace.
- Ability to handle sensitive and confidential information with discretion.
- Experience in a fast-paced, high-growth environment is a plus.
Preferred Skills:
- Familiarity with product cycles or experience in the tech/product industry.
- Project management skills or familiarity with project management tools like Asana, Trello, or Jira.
- Experience working with cross-functional teams, including sales and marketing.
Competency Profile:
- Initiative
- Foresight
- Strategic Thinking
- Proactive Problem Solving
- Adaptability and Flexibility
Compensation details: 0 Yearly Salary
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