Project Executive

About the Role

The Project Executive plays a key role in the effective delivery of projects within Inizio Ignite, Insights, coordinating interview scheduling, project administration, and field operations support across Research Partnership and Ignite Insights. The role takes ownership of complex scheduling activities, including direct engagement with senior client stakeholders, while ensuring project information, timelines, and communications remain accurate and up to date.

Key Responsibilities

Project Coordination and Administration

• Set up and maintain projects within internal project management systems, ensuring project details, stakeholder information, schedules, and key milestones remain accurate and up to date.
• Coordinate activities across a high-volume pipeline of active and upcoming projects, managing changing timelines and competing priorities.
• Respond to project-related queries and provide day-to-day coordination and administrative support to Project Managers and wider project teams.
• Proactively identify missing information, scheduling conflicts, or potential delays and work with relevant teams to resolve them.

Fieldwork Interview Scheduling and Coordination

• Coordinate interviews with client stakeholders and research participants, managing initial scheduling, follow-ups, cancellations, and reschedules through to confirmation.
• Proactively manage outreach and follow-up to secure interviews within project timelines.
• Coordinate the availability and assignment of internal and external interviewers, ensuring they receive the information and briefing materials required ahead of each interview.
• Prepare and distribute interview invitations and joining information, ensuring all parties have accurate and timely details.
• Identify scheduling risks and delays early, taking action to resolve them or escalating where appropriate.

Client and Senior Stakeholder Coordination

• Provide client-facing scheduling support to senior members of the project team, acting as a key point of coordination between internal teams and client stakeholders.
• Communicate directly with senior client stakeholders and their administrative teams to coordinate interviews and other project activities.
• Build effective working relationships with client contacts to navigate complex diaries, changing availability, and tight project timelines.
• Manage routine client queries independently and use sound judgment to identify when senior project team involvement is required.
• Work closely with senior internal stakeholders, using shared calendars and communication tools to respond quickly to client availability and changing project requirements.
• Provide regular progress reporting, highlighting outstanding actions, scheduling risks, and stakeholders requiring additional follow-up or escalation.

Project Communication and Team Support

• Provide clear and timely project updates to Project Managers and senior project leads, ensuring visibility of progress, outstanding actions, and potential risks.
• Coordinate client calls, project kick-offs, presentations, and other meetings as required.
• Maintain proactive and professional communication with internal teams, interviewers, research participants, and clients throughout the project lifecycle.
• Provide scheduling and operational coverage across the wider team during periods of high demand.

Financial and Operational Support

• Process and reconcile project expenses accurately and within required timelines.
• Track operational support activity and maintain accurate records to support client billing and internal reporting.
• Provide additional operational and administrative support to project teams as required.

Virtual Meeting Coordination

• Set up interviews and project meetings across a range of virtual meeting platforms, ensuring invitations, joining details, and meeting requirements are accurate.
• Develop strong knowledge of preferred meeting platforms and internal processes to support efficient and consistent project delivery.

Requirements & Tech Stack

• Proficiency with Microsoft Teams, Outlook, Microsoft Office, and virtual meeting platforms.
• Experience using project management, scheduling, or workflow platforms would be advantageous.

Qualifications

• Strong organisational and scheduling skills, with the ability to manage multiple projects, complex calendars, and competing priorities.
• Excellent written and verbal communication skills, with the confidence and professionalism to communicate directly with senior client stakeholders.
• Strong relationship-building skills and the ability to work effectively with stakeholders at different levels.
• A proactive approach, with a strong sense of urgency and the ability to anticipate and resolve problems in time-sensitive situations.
• Excellent attention to detail and discretion when handling confidential information, calendars, project records, and financial information.
• Strong follow-up skills, with the confidence to drive actions forward and escalate risks or delays appropriately.
• Ability to work independently, take ownership, and remain organised within a fast-paced, high-volume environment.
• Previous experience in project coordination, scheduling, operations, market research, client services, or a similar role is preferred.
• Full-time role. Option to work from Yardley, PA (Philadelphia) or York, PA offices on a hybrid pattern (1-2 days per week in the office).
• Compensation: $55,000 - $60,000 per year.