Project Director (#4753)

Major Roles:

1. Client Project Management
2. Program Design and Content Development
3. Assessment and Survey Administration
4. Materials and Logistics Coordination
5. Communication and Follow-up Management
6. Administrative and Financial Support

Key Responsibilities:

1. Client Project Management
- Schedule client meetings and manage overall project timelines
- Create proposals, contracts, and invoices
- Document projects in Google Drive and Copper CRM
- Map out project stages and specific tasks

2. Program Design and Content Development

- Design content and rollout plans for leadership programs
- Determine online course module breakdowns
- Coordinate with coaches and facilitators
- Attend virtual training sessions and take detailed notes

3. Assessment and Survey Administration

- Administer pre-session assessments (DISC, Gallup Strengths, 360 feedback)
- Create and manage pre- and post-session surveys
- Analyze and report on assessment and survey results

4. Materials and Logistics Coordination

- Oversee design and production of training materials
- Coordinate with vendors for printing and material preparation
- Manage virtual session recordings and uploads

5. Communication and Follow-up Management

- Craft tailored client messages and communication schedules
- Create follow-up messages based on session notes
- Manage the ID360 clarity performance measurement dashboard

6. Administrative and Financial Support

- Manage invoicing and payment tracking
- Oversee virtual assistants for various tasks
- Manage calendar, schedule meetings, and send confirmations
- Track action items and ensure timely completion

Additional Responsibilities:

- Facilitate mindfulness sessions
- Follow up with past clients
- Manage social media posts

Ideal Personality Style:

The ideal candidate for this role should be highly organized, detail-oriented, and able to manage multiple projects simultaneously. They should possess excellent communication skills, both written and verbal, and be adaptable to changing priorities. A proactive problem-solver with strong interpersonal skills and the ability to work independently is crucial. The candidate should be comfortable with technology and have a talent for coordinating various moving parts of complex projects.

This role requires someone who thrives in a dynamic environment, can wear multiple hats, and acts as a central point of contact for both internal and external stakeholders. The ideal candidate would be described as reliable, efficient, and capable of seeing both the big picture and the crucial details that ensure project success.

Overview: New Roles

ROLE 1 (New Hire): Project Coordinator and Operations Specialist

This role encompasses the day-to-day execution of projects, administrative tasks, material preparation, assessment management, communication support, and financial tracking. It's a hands-on role that requires attention to detail and the ability to manage multiple tasks across various aspects of the business.

ROLE 2 (Your New Role): Director of Strategic Operations and Client Relations

This role focuses on high-level oversight, strategic planning, quality control, and maintaining key client relationships. It involves less hands-on work but requires a deep understanding of the business, leadership skills, and the ability to guide and support the team while ensuring overall project success.

These titles reflect the shift in your responsibilities from day-to-day operations to a more strategic, oversight role, while also indicating the comprehensive nature of the new hire's position in managing the daily operations of the business.
New Hire - breakdown responsibilities that could potentially be delegated to someone under your supervision, allowing you to transition into more of an oversight role:

Tasks to Delegate:

1. Administrative Tasks:
- Scheduling client meetings and managing calendars
- Creating and sending invoices
- Documenting projects in Google Drive and Copper CRM
- Managing virtual session recordings and uploads
- Overseeing the posting of social media posts
2. Material Preparation:
- Overseeing design of training materials with virtual assistants
- Coordinating with vendors for printing and material preparation
- Preparing workbooks, learning maps, and other session materials
3. Assessment and Survey Management:
- Administering pre-session assessments (DISC, 360 feedback, Gallup Strengths) / or overseeing VA’s handling if applicable
- Building and administering pre- and post-session surveys in Survey Monkey
- Gathering and organizing assessment data
4. Communication Support:
- Drafting initial client messages and communication schedules
- Creating first drafts of follow-up messages based on session notes
- Sending email confirmations for meetings and sessions
5. Project Support:
- Tracking attendance for each session
- Pulling session recordings from Zoom and uploading to YouTube (or overseeing VA’s handling if applicable)
- Managing the ID360 clarity performance measurement dashboard
- Tracking action items and creating checklists
6. Financial Support:
- Tracking invoices and payments
- Documenting payments in QuickBooks
- Updating the master monthly spreadsheet with payment information

Ideal Personality Style:

The ideal candidate for this role should be highly organized, detail-oriented, and able to manage multiple projects simultaneously. They should possess excellent communication skills, both written and verbal, and be adaptable to changing priorities. A proactive problem-solver with strong interpersonal skills and the ability to work independently is crucial. The candidate should be comfortable with technology and have a talent for coordinating various moving parts of complex projects.
This role requires someone who thrives in a dynamic environment, can wear multiple hats, and acts as a central point of contact for both internal and external stakeholders. The ideal candidate would be described as reliable, efficient, and capable of seeing both the big picture and the crucial details that ensure project success.

Tasks to Retain (with reduced hands-on involvement):

1. High-Level Project Management:
- Overseeing overall project timelines and progress
- Final approval of proposals and contracts
- High-level mapping of project stages
2. Strategic Program Design:
- Guiding the overall design of leadership programs
- Final approval of content and rollout plans
3. Client Relationship Management:
- Maintaining key client relationships
- Handling escalated issues or concerns
4. Quality Control:
- Reviewing and approving final versions of materials and communications
- Ensuring project deliverables meet agreed-upon standards
5. Team Management:
- Overseeing and guiding the person(s) taking on delegated tasks
- Providing strategic direction and support

By delegating these tasks, you can focus on higher-level oversight, strategic planning, and maintaining key relationships while ensuring the day-to-day operations continue smoothly. This approach allows you to stay involved in the business while reducing your direct involvement in every detail of project execution.

Non-Negotiables:

- Screenshot and productivity tracker required.
- Credit score.
- Graveyard shift required for US Timezone.

Benefits:

- Paid 30 business days of training (focused on both mindset and skillset).
- Work-from-home opportunity.
- 7th month, anniversary, and performance bonuses.
- Access to training resources.
- Collaborate with an excellent community of VAs.
- Weekly payment.

How to Apply:

Also, please answer the following questions to help us determine if you’re a good fit for the role:

1. Who is the most influential person in your life and how did they impact you?
2. What is the toughest obstacle you have encountered in life? Did you overcome it? How?
3. How would you define success in your personal and business life?
4. Can you tell me about a time when you made a mistake at work? How did you handle it?
5. Describe a situation where you faced significant challenges or setbacks. How did you stay motivated and persevere through them?
6. Can you give an example of a time when you had to come up with a creative solution to solve a problem with limited resources?