Project Specialist

Location: Lake Zurich, IL

Job Summary

The Project Specialist provides high-level project coordination, communications, and executive support to facilitate organizational priorities and ensure effective execution of key initiatives. This role partners with executive leadership and cross-functional teams to plan, coordinate, and execute internal and external communications, organizational events, special projects, and executive activities. The position manages complex priorities, coordinates meetings and schedules, develops and maintains communications and presentation materials, and serves as a key liaison between leadership, employees, and external stakeholders.

The role requires a high degree of organization, discretion, independent judgment, and the ability to anticipate needs, manage competing priorities, and ensure projects and communications are delivered accurately, timely, and in alignment with organizational objectives.

• Salary Range: $71,000-80,000
• Final pay determinations will depend on various factors, including, but not limited to experience level, education, knowledge, skills, and abilities.
• Our benefits and programs are comprehensive and thoughtfully crafted to ensure our colleagues live healthy lives and have support when it matters most. Benefits offered include a 401(k) plan with company contributions, paid vacation, holiday and personal days, employee assistance program, and health benefits to include medical, prescription drug, dental and vision coverage.

Responsibilities

Communications, Events & Executive Coordination

• Lead the coordination and execution of internal and external communications, organizational announcements, newsletters, employee communications, and special communication initiatives.
• Develop, draft, edit, and coordinate the distribution of communications, presentations, correspondence, reports, and other materials to ensure accuracy, clarity, consistency, and alignment with organizational messaging and branding standards.
• Manage communication calendars, distribution lists, contact databases, templates, and related resources to support timely and effective communications.
• Coordinate leadership, departmental, board, and organizational meetings and events, including agendas, meeting materials, logistics, technology, catering, audiovisual requirements, and follow-up activities.
• Coordinate employee engagement activities, organizational events, executive functions, and special initiatives from planning through execution.
• Manage travel arrangements and itineraries for executive leadership and other designated stakeholders, including transportation, lodging, meeting schedules, and expense documentation.
• Monitor communication and event-related deliverables and proactively address issues, changes, and competing priorities to ensure successful execution.

Executive & Operational Support

• Provide comprehensive, high-level administrative and operational support to executive and senior leadership, exercising independent judgment in managing priorities and anticipating needs.
• Manage complex executive calendars, schedules, appointments, meetings, and competing commitments; identify conflicts and proactively develop solutions.
• Prepare, coordinate, and maintain executive correspondence, presentations, reports, agendas, briefing materials, and other confidential documents.
• Serve as a key point of contact and liaison for executives with employees, leadership, clients, vendors, and external stakeholders, ensuring requests and matters are appropriately prioritized and addressed.
• Screen, prioritize, and coordinate incoming requests and communications requiring executive attention, ensuring timely follow-up and resolution.
• Manage confidential and sensitive information with a high degree of discretion and maintain appropriate records and documentation.
• Independently track commitments, assignments, action items, and follow-up activities on behalf of leadership to ensure timely completion.

Digital Communications & Content Management

• Manage and maintain internal communication platforms, intranet content, digital communication channels, and related resources to ensure information remains current and accessible.
• Coordinate the development and distribution of digital newsletters, employee announcements, organizational updates, and other electronic communications.
• Create and format professional communication, presentation, and informational materials using Microsoft Office, Canva, and other applicable tools.
• Coordinate communication requests, assess priorities and deadlines, and facilitate routing to the appropriate subject matter experts or departments.
• Gather and organize information from stakeholders and subject matter experts to develop accurate, clear, and engaging communications.
• Monitor communication activities and collect feedback and basic metrics to support evaluation of communication effectiveness and continuous improvement.

Cross-Functional Collaboration & Project Coordination

• Partner with Human Resources, executive leadership, and cross-functional teams to coordinate communications, organizational initiatives, employee engagement activities, and special projects.
• Coordinate projects involving multiple stakeholders, establishing timelines, tracking deliverables, communicating status, and proactively following up to ensure commitments are met.
• Gather, synthesize, and organize information from multiple sources to support communications, presentations, projects, and executive decision-making.
• Establish priorities among competing requests based on business needs, deadlines, organizational priorities, and executive direction.
• Serve as a professional liaison across departments and stakeholder groups to facilitate effective communication, coordination, and timely resolution of issues.
• Identify opportunities to improve communication processes, administrative workflows, and coordination practices to increase efficiency and effectiveness.

Office Operations, Financial & Resource Coordination

• Coordinate administrative processes and operational activities that support executive leadership, communications, and designated office functions.
• Coordinate special projects, research, data collection, reporting, and other assignments requiring cross-functional follow-up and organization.
• Maintain organized electronic and physical records, shared files, project documentation, and reference materials to support effective operations and recordkeeping.
• Coordinate invoices, expense reports, purchase requests, approvals, and other administrative transactions in accordance with established company policies and procedures.
• Support budget and resource tracking, purchasing activities, and vendor coordination, ensuring expenditures and documentation are accurately maintained.
• Identify process improvements and implement practical solutions to enhance administrative efficiency, organization, and service to leadership and internal stakeholders.

All employees are responsible for ensuring the compliance to company documents, programs and activities related to the Health, Safety, Environment, Energy, and Quality Management Systems, as per your roles and responsibilities.