Product Project Specialist

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.

Administrative Support

Essential Duties and Responsibilities:

• 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

Salary Description

65,000-75,000