Come Home (Non-location specific) – Senior Project Manager, Executive Assistant – Williams Works

Senior Project Manager and Executive Assistant, location on both, is flexible.

We would be very grateful for any referrals or recommendations of folks we should consider. I have attached the job descriptions but in general we are looking for super motivated, extremely well-organized, self-starter with track record in social impact work. Needs to be sharp, a good writer, someone who cares about public and community service and is willing to work the hours required in a decentralized management structure, across time zones etc. Salary and benefits are competitive. We will give high priority to diversity candidates.

I always find the best candidates come from our extended network so very grateful for any recommendations you may have.  Information on how to apply is included in the attached JD but do let me, or Lucy, know directly if there is anyone extraordinary you think we should consider.

Many thanks and cheers to a great new year.

Whitney Williams

Founder + CEO http://www.williamsworks.com

Co-Founder http://www.easterncongo.org

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Senior Project Manager

About the Company

At williamsworks, we have pioneered something new.

We are a strategic advisory firm infused with a unique combination of visionary thinking, subject matter expertise, a global network of valuable connections and full-service, innovative make-it-happen support to help forward-looking individuals, non-profit organizations, public entities, foundations and corporations amplify their impact and achieve our shared goal of creating and sustaining positive change.

Fast-paced and innovative, the firm seeks team members who thrive on delivering high-quality service and are motivated by making a difference.

Position Responsibilities

The Senior Project Manager serves as the liaison to the Founder + CEO regarding client strategy, communications, events and special projects as well as manages other staff and subcontractors, and provides administrative and business development support.

Client Services/Project Management

• Serve as primary liaison to Founder + CEO about client projects; serve as a direct contact for each williamsworks client.

• Manage and direct client projects from start to finish including, but not limited to, allocating staff and subcontractor resources, creating project plans, coordinating logistics and calendars, creating and executing media and community outreach plans, orchestrating high-profile, large-scale events, researching, writing, and editing, and serving as liaison as appropriate with internal and external stakeholders.

• Manage and direct activities of staff, interns and subcontractors in the conceptualization and execution of client work.

• Provide leadership and mentorship to other staff and subcontractors including, helping to on-board, guiding regular check-ins and staff meetings, and addressing any performance or project issues in a timely and responsible manner.

• Lead the project team in the appropriate follow up + close out of any project including briefings, marketing materials, and any wrap-up to the client.

• Manage project budgets and assist in reporting and accounting.

Administrative and Business Development

• Perform new business development and strategic planning activities. Assist in the development of the strategic business plan as well as prepare, research, and revise new business plans, proposoals and contracts.

• Develop, negotiate and finalize contracts for williamsworks clients, staff, and subcontractors.

• Assist in overseeing day-to-day operations of williamsworks including the management of vendors (accountant, legal, etc.)

• Other duties as assigned.

Education, Skills and Personal Characteristics

• Extensive project management experience including strong organizational skills, ability to multi-task, to prioritize, and coordinate with others, and meet deadlines.

• Strong communication skills – written and oral.

• Strong analytic and critical thinking skills.

• Ability to lead and motivate others as well as an ability to work well independently and as part of a team.

• Ability to anticipate what needs to be done to reach goals and work to make them happen without supervision and frequently under pressure and fluid circumstances.

• Flexible, detail-oriented, and determined with great people skills, including the ability to work with anyone.

• Experience with MS Office (Word, Excel, and Outlook) is required. Budget management experience preferered.

• Bachelosr degree.

Qualified candidates must be eligible to work in the U.S. and have a valid passport. Travel Required: willingness to travel as needed – approximately 35-50%. williamsworks offers a competitive salary and benefits plan.

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Executive Assistant

About the Company

At williamsworks, we have pioneered something new.

We are a strategic advisory firm infused with a unique combination of visionary thinking, subject matter expertise, a global network of valuable connections and full-service, innovative make-it-happen support to help forward-looking individuals, non-profit organizations, public entities, foundations and corporations amplify their impact and achieve our shared goal of creating and sustaining positive change.

Fast-paced and innovative, the firm seeks team members who thrive on delivering high-quality service and are motivated by making a difference.

Position Responsibilities

The Executive Assistant provides high level administrative support to the Founder + CEO, assists with client and internal projects as assigned and supports other administrative needs of the firm as needed.

Executive Support to the Founder + CEO

• Serve an ambassadorial role, projecting an image that is consistent with the firm both internally with staff and externally with all clients and contacts.

• Interact with all levels of the firm’s current and potential clients, including CEOs, prominent political figures, high net-worth individuals and celebrities with grace and confidentiality.

• Assist with CEO’s calendar. Map out travel, client and new biz meetings far into the future to best leverage CEO’s time. Schedule meetings building strong relationships with our clients and their assistants.

• Work with internal and external teams to ensure that agendas and other prerequisites are in place for meetings well in advance, to enable CEO to focus on the content of meetings, not their logistics.

• Maintain up to date contact information for CEO’s address book.

• Book and coordinate travel arrangements.

• Track and allocate expenditures to the appropriate client and internal expense accounts, providing accounting with receipts for same.

• Submit semimonthly accounting of time to the appropriate client and internal projects.

• Coordinate with the firm’s IT service provider to troubleshoot any hardware or software issues (both phone and computer).

• Assist with fielding external speaking requests and tracking activity. Assist with prepping CEO for engagements, working with both internal and external resources. Project manage this work so deliverable deadlines are being met.

• Working with the internal team and key client contacts, assist with tracking deliverables needed from CEO and ensuring she is meeting all deadlines to complete said work.

• Assist with managing social media accounts including Twitter and LinkedIn.

• Coordinate events including fundraisers and private parties, including securing and managing vendors.

• Special projects as assigned.

Client Project Coordination Support

• Project Coordination: Coordinate with the williamsworks team and our clients on project responsibilities, track completion of tasks, and flag outstanding items or issues.
• Research: Research and synthesize information on topics or countries, community members, current events, new business opportunities and other issues relating to existing and potential client projects.
• Writing: Draft, prepare and assemble reports, documents, proposals, briefings, presentations, detailed spreadsheets and other publications.
• Event Planning and Logistics: Assist CEO to coordinate any client, company, or personal events including venue selection, vendor management, and contract negotiation.
• Other Support: Serve an ambassadorial role on behalf of CEO, projecting an image that is consistent with the firm and its leader both internally with staff and externally with all clients, contacts and community. Maintain the strictest level of confidentiality.
• Travel: Willingness to travel for special projects as needed. Anticipated travel: 2-5 domestic trips a year.

Education, Skills and Personal Characteristics

• Bachelor’s degree

• At least four years administrative experience in executive and/or administrative support

• Advanced Microsoft Office (Word, Excel, and Outlook) and social media skills

• Proven ability to:

  • manage the working relationship with an executive, making course corrections as necessary

  • anticipate the needs of an executive and bring together the appropriate people and resources to make things happen

  • work effectively in a fast-paced, constantly changing environment

  • prioritize competing assignments and complete them with precision and speed

  • bring creativity, tenacity and good judgment to the role

  • maintain a professional, gracious demeanor even under pressure

  • work effectively both independently and as a team member

• Excellent listening, verbal and written communication skills

• Energized by on-call nature of role, available nights/weekends as needed

• Ability to work 40+ hours a week

• Absolute integrity and discretion

Qualified candidates must be eligible to work in the U.S. and have a valid passport. This role is based in Missoula, Montana. williamsworks offers a highly competitive salary and benefits plan.

How to Apply

• Email résumé and cover letter to [email protected].

• Ensure the subject states “Executive Assistant”.

• Candidates under consideration will be scheduled for a phone interview with successful candidates invited to interview in person.

Learn more about us, our clients and our work at http://www.williamsworks.com.