Product Project Specialist

Description

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 Chris Holsey 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 Chris Holsey, who will be responsible for managing and balancing requests based on urgency and impact.
• Feedback Loops: The Product Program Specialist is expected to proactively manage updates and feedback loops with both primary and secondary reporting lines, ensuring all tasks are completed efficiently.

Essential Duties and Responsibilities:

• Administrative Support:
• 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.