Executive Assistant / Project Coordinator at Koolboks

Role Summary:

• As an Executive Assistant/Project Coordinator, you will play a pivotal role in supporting the Product Manager in managing their day-to-day activities and overseeing various product management projects.
• Your responsibilities will include coordinating schedules, acting as a liaison between internal and external stakeholders, managing documentation, facilitating meetings, assisting in project management tasks, conducting research, and contributing to budget planning and monitoring.

Responsibilities

•  Coordinate and manage the Product Manager's calendar, including scheduling meetings, appointments, and travel arrangements. Proactively identify and resolve scheduling conflicts to optimize the Product Manager's time.
• Act as a primary point of contact for internal and external stakeholders, screening and directing inquiries as appropriate.
• Draft and prepare correspondence, memos, presentations, and reports on behalf of the Product Manager.
• Organize and facilitate meetings, including agenda preparation, meeting room reservations, and logistics. Attend meetings, take detailed notes, and distribute minutes or action items to relevant parties.
• Follow up on action items to ensure timely completion.
• Manage and organize documents, files, and records related to product management activities. Maintain a systematic and easily accessible filing system. Retrieve and disseminate information as needed.
• Assist the Product Manager in project management activities, including tracking project timelines, milestones, and deliverables.
• Collaborate with cross-functional teams to gather and compile project updates and reports.
• Conduct research and gather data on industry trends, competitor analysis, and customer insights.
• Summarize findings and present relevant information to the Product Manager for strategic decision-making.
• Assist in budget planning and monitoring, including tracking expenses, processing invoices, and preparing financial reports. Ensure adherence to budgetary guidelines.
• Identify opportunities to streamline administrative processes, improve efficiency, and enhance productivity. Recommend and implement solutions to optimize workflow and enhance team effectiveness.

Qualifications

• Bachelor's degree in business administration, project management, or related field.
• Proven experience as an executive assistant, project coordinator, or similar role.
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in MS Office suite and project management software.
• Attention to detail and ability to multitask effectively.
• Analytical mindset with the ability to gather and synthesize information.
• Proactive problem-solving skills and ability to work independently.
• Flexibility to adapt to changing priorities and deadlines.
• Familiarity with budget planning and financial reporting processes is a plus.