Boutique consulting agency focused on developing customized strategies and solutions to organizations and destinations that host major meetings & tradeshows seeks experienced and dynamic Project Coordinator. We partner with our clients (associations, DMOs and corporations) to develop new strategies for organizational growth, create overarching communications and marketing strategies, integrate new business models, identify new audiences, and discover untapped opportunities to maximize the relevancy, sustainability, and growth of their organizations and their assets, such as large conventions and tradeshows.
The successful candidate is a problem solver in a fast-moving and highly diverse environment and will be able to handle multiple projects simultaneously while ensuring accuracy and timeliness are not compromised. This role will be supporting our Strategy & Research team. Position will be responsible for project management of Strategy accounts and ensure solid account communication, coordination and organization among necessary parties in a cross functional environment. Candidates must be comfortable and skilled at keeping all project needs front and center while using subject matter expertise and critical thinking to ensure outstanding client deliverables.
Ongoing office administration such as supply management, kitchen duties and phone/door coverage are part of the role in this boutique size agency.
Please note: this is an “office based” position in our Streeterville location
Strategic Services - Trafficking and Project Management & Coordination
Manage, coordinate, and update department project status documents, planning tools and systems to ensure success of projects
Proactively review deliverable dates, draft and manage timelines, and project plan tasks across all project team members, working to communicate schedules, due dates, anticipated conflicts, and suggesting recommendations for possible adjustments, etc.
Set up administrative structure of accounts and projects as needed such as:
Consistently ensure organized electronic and hard files
Time Tracking coordination as needed
Proactively assist with all aspects of project management (set up client calls, organizing and distributing project notes, files, participating in account meeting and coordinating “next steps”, archive past projects, etc.)
Liaison with clients as appropriate to communicate project status, next steps, etc.
Coordinate Stakeholder interviews and focus groups, following established process and protocols, as well as account parameters
Schedule and maintain database of stakeholder interviews
Assist Strategy Department with client deliverables
Prepare and organize discovery documents
Participate in brainstorm sessions to ideate innovative solutions for client challenges
Format and proof client deliverables (Point of View decks, MarCom Plans, etc.)
Provide proactive support for administrative departmental tasks such as:
Proofing sales proposals
Binding presentations and proposals
Strategy dept travel management
Tracking project expenses and assisting team in organizing billing – coordinating among the Account Lead, Accounting and team members as needed
Client Communication and Care
Reception & Office Admin
Front door coverage and managing daily vendors
Greet guests in courteous and professional manner
Main phone line coverage for incoming calls for MYB
Mail and package receipt and distribution
Maintain organized and clean foyer areas
Maintain organized and clean conference rooms
Proactively determine if guests are coming into office and make necessary arrangements (flowers, greeting sign, fresh coffee/beverages, snacks, etc.)
Assist in coordinating with building management as necessary
Inventory, order and organize office supplies
Responsible for kitchen supplies and upkeep of area
Coordination of cleaning schedule and liaison with cleaning service if necessary
Assist with ad hoc projects, as requested
Bachelor’s Degree in Communications or Business with direct experience as Project Coordinator, or similar
Minimum of (4) years in a professional role with increasing responsibility
Exceptional interpersonal skills
Excellent written and verbal communication skills, including grammar skills
Strong attention to detail and organization
High integrity and professionalism as position will be exposed to confidential information
Desire to help grow the company and move projects forward
Ability to operate under pressure in a fast-paced environment
Good judgment and capacity to balance competing goals
Excellent time management and problem solving skills
Commitment to long term learning and growing (personally and professionally)
Previous experience working with senior executives
Strong self-direction with ability to work independently as well as a team
Required: advanced skills in Microsoft Office (especially Excel and PPT)
Ability to work occasional evenings and/or weekends
Past experience and knowledge of the Association market is a plus!
Our downtown Chicago office is small, but exceptionally spirited with an award-winning team of outgoing industry veterans committed to exceeding client expectations with our innovative approach to the “new think” solutions to grow their organizations through evidence-based strategies.
Interested in joining our team? Submit your resume and tell us why you're the next best Project Coordinator. Please include salary expectations.
About Minding Your Business, Inc.
Boutique consulting agency focused on developing customized strategies and solutions to organizations and destinations that host major meetings & tradeshows. We partner with our clients (associations, DMOs and corporations) to develop new strategies for organizational growth, create overarching communications and marketing strategies, integrate new business models, identify new audiences, and discover untapped opportunities to maximize the relevancy, sustainability, and growth of their organizations and their assets, such as large conventions and tradeshows.