Project Specialist

The Projects Specialist supports and oversees the planning, coordination, and implementation of various strategic initiatives and projects related to the work of the Office of the CEO. This role requires a lot of problem-solving and multitasking. It involves driving and coordinating multiple aspects of several projects in a fast-paced and evolving work environment, communicating issues and risks, and coming up with solutions.

Key Responsibilities:

Project Management & Analysis:

• Assist the CEO with the development of strategy documents and plans.
• Identify the scope, objectives, and deliverables of projects assigned by the CEO.
• Estimate resources required to achieve objectives for assigned projects.
• Conduct research, analysis, and benchmarking related to assigned projects.
• Assess project risks and potential issues and propose solutions where applicable.
• Develop best practices and tools for project execution.
• Manage all elements of assigned projects in full consultation with CEO, coordinating all stakeholders (both internal and external) as required.
• Track status of assigned projects and ensure that project milestones and deadlines are met in a timely manner.
• Plan proactively to ensure assigned projects avoid issues and/or problems and have the best chance of success.
• Take the pre-emptive action necessary to realign projects that are not on track, providing early notice of potential risks and/or problems to the CEO.
• Manage project budgets as required.
• Develop company policy & procedure documents and manuals, as directed by the CEO in full consultation with relevant stakeholders.
• Explore opportunities and lead initiatives that contribute to the organization’s vision, mission, and goals.
• Perform any other tasks as assigned by the CEO and Project Lead.

Reporting, Communication, & Coordination:

• Communicate proactively with project stakeholders to ensure project objectives are clearly understood and project actions/milestones are met in a timely manner.
• Maintain and update project registers and other reporting tools (such as project dashboards).
• Coordinate, monitor, and update company KPI documentation, updating Senior Leadership Team on a timely periodic basis.
• Maintain up-to-date project plans, critical path documents, and reports.
• Develop best practices related to project meeting agenda preparation, writing and dissemination of meeting minutes, etc. to ensure precise coordination of stakeholders.

Qualifications:

• Degree in a related field
• Project Management Professional (PMP) certification is a plus
• Experience with museums/ cultural/ hospitality sector desirable
• Minimum of 3 years in a related field
• Strong computer skills are essential (high level skill with Microsoft Office products, including PowerPoint, Excel, Word, Access, and Outlook)
• Strong understanding of formal project management methodologies
• Ability to build value-added relationships with both internal and external stakeholders at all levels
• Ability to work in an environment that changes rapidly to fit client needs
• Quantitative and analytic skills
• Budget management experience
• Outstanding verbal and written communication skills
• Strong time management and organizational skills, as well as the ability to multitask and balance multiple priorities effectively