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Project Assistant

Posted Oct 21

White Lodging - Communications Department
Headquarters: Merrillville, IN (near Chicago, IL)

Basic Description
The White Lodging Communications team is recruiting for a part-time Project Assistant. This is a remote, freelance, independent contractor position. You will manage the action items list, projects, and processes for the department. You will be a highly valuable member of our team by keeping everyone on track and holding us accountable to deadlines. If you are organized, a great communicator, and love to support a team of people working together toward common goals, this might be the role for you!

You will work from your location 99% of the time. On a very rare occasion, we may ask you to attend an onsite meeting in which case we will cover your travel costs. As an independent contractor, you will be responsible for keeping track of your time, submitting monthly invoices for your fees, and managing your state and federal tax withholding payments.

While total hours are not set or guaranteed, we estimate the role will require approximately 20 hours per week. You can set your own schedule as an independent contractor. Ideally, you would be available Monday through Friday, 9am-1pm or noon to 4pm Central with flexibility to adapt your work schedule to our business needs during operating hours (between 8am and 5pm Central).

Essential Responsibilities & Tasks
Administrative – an estimated 70% of the time
  • Answer calls, return emails, and similar tasks
  • Schedule meetings, which may require coordinating across several calendars and time zones
  • Manage department Action Items and Projects list, keep the list updated, and hold the team accountable to deadlines
  • Complete expense reports
  • Book travel and/or ground transportation accommodations
  • Take notes during or after meetings, save the notes in the appropriate folder(s), and add items to the Action Items & Projects list
  • Participate in the weekly Communications team meeting
  • Monitor and manage internal communications email inbox
  • Write or revise SOP/process documents
  • Keep various information updated in Excel or Google Sheets
  • Research, select, recommend and send “thank you” gifts
  • Write and send “thank you” cards

Communications/PR Project Support – an estimated 30% of the time
  • Serve as a backup in managing social media accounts
  • Write press releases, articles, stories, announcements, and other documents
  • Create presentations in Power Point or Excel
  • Design fliers, fact sheets, or other materials
  • Complete and submit creative briefs to design agencies; collaborate with writers, graphic artists, and designers to share feedback from the Senior Director and/or Director of Communications
  • Research vendors, tools, or other information and provide clear recommendations or feedback
  • Compile, create, and present various analytics and metrics reports

Required Technical & Professional Skills
The following skills are required for the role:
  1. Great communication skills via phone, email, and chat
  2. Intermediate to advanced knowledge of Google Suite (especially Sheets and Docs)
  3. Intermediate to advanced knowledge of Microsoft Outlook, Word, Excel, and PowerPoint
  4. Basic to intermediate knowledge of Adobe Illustrator or Publisher or similar tools
  5. Basic to intermediate knowledge of TrendKite, Cision, AirPR or a similar tool—or willingness to learn
  6. Basic to intermediate knowledge of social media management tools like Hootsuite or Buffer—or willingness to learn
  7. Basic to intermediate knowledge of Coschedule, Asana, or similar project management tools
  8. Basic to intermediate knowledge of Wufoo, Survey Monkey or other form and survey creation applications
  9. Basic to intermediate experience with expense reports

Helpful Personal Attributes
  • Great sense of humor
  • Self-motivated
  • Professional maturity
  • Intermediate to advanced emotional intelligence
  • Unflappable under pressure
  • Can-do attitude
  • Action-oriented
  • Personal code of excellence and ethics
  • Intellectual curiosity
  • Clear and direct communicator
  • Able to articulate needs when directions are unclear or not given
  • Anticipatory; thinking ahead and pointing out opportunities for the team to perform better

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Apply for this position

To apply, please email to (1) your résumé and a note confirming that you have all nine skills listed in the “Required Technical & Professional Skills” section, (2) three writing samples; these can be any written communication, from a letter to an article, and (3) your hourly rate. Thanks for your interest!