Administrative Project Coordinator, Economic Development

The Administrative Project Coordinator plays a critical role in ensuring the smooth and professional operation of the Economic Development department and the overall office environment. This position provides administrative and project coordination support across various responsibilities, including office management, event planning, invoicing, procurement, internal reporting, and communications. The ideal candidate is detail-oriented, organized, and capable of multitasking while maintaining a high level of professionalism.

Key Responsibilities

Office & Administrative Support:

• Maintain inventory and order and pickup office, kitchen, and event supplies as needed.
• Manage and organize daily office operations, ensuring cleanliness and functionality of shared spaces including the lobby, kitchen, and conference rooms.
• Greet guests and clients; assist with meeting setup, including technology, printed materials, and catering arrangements.
• Respond to incoming phone calls and general inquiries.
• Provide administrative assistance to the Economic Development team and CEO, including document preparation, correspondence, and presentations.
• Coordinate maintenance and repairs for office equipment; ensure TV and presentation tools are operational.
• Other duties as assigned.
  
  

Finance & Invoicing

• Prepare, track, and submit invoices for Economic Development programs (e.g., LFUCG RFP, non-RFP, Greater Lexington, CLEX).
• Create and maintain invoice/check request sheets as needed.
• Track and report marketing/advertising contractor hours and managing budget breakdowns between program partners.
  
  

Event Coordination

• Support planning and execution of events, including registration (e.g., Atlas), name badge creation, ordering lunches, printing materials, and day-of logistics.
• Maintain the department’s Event Planning and Preparation Calendar.
  
  

Program & Project Coordination

• Prepare, update, and maintain "Business Prospectus" and other documents as needed.
• Assist with existing business engagement efforts, including coordination with the membership and marketing team to identify business retention and expansion (BRE) targets.
• Maintain inventory of branded gifts, gift bags, and materials.
  
  

Communications & Digital Content Support

• Assist with updates to departmental websites and e-newsletters.
• Track and organize content for social media posts (e.g., special campaigns like Manufacturing Month).
• Coordinate and maintain a calendar of content highlights for digital engagement.
• Act as a liaison between departments and coordinating activities to ensure seamless collaboration and achievement of shared goals.
  
  

Work Environment

This position operates in a professional office setting with regular in-office responsibilities and occasional offsite event support. Some lifting (up to 25 lbs.) may be required for event setup.

Key Skills And Attributes

• Exceptional Organizational and Multitasking abilities: Manages multiple priorities efficiently, ensuring deadlines are met without compromising attention to detail.
• Event Coordination: Experience planning, coordinating, and supporting executive meetings, presentations, and events including preparing materials, taking detailed minutes, and ensuring follow-up actions are completed.
• Proficiency with Microsoft 365 tools, social media tracking and statistic applications, and database management tools.
• Initiative and Independence: Demonstrates a strong instinct for taking ownership of tasks and working autonomously to achieve goals without constant oversight.
• Collaborative Mindset: Thrives in a team-oriented environment, contributing to collective success through open communication, shared problem-solving, and a cooperative approach to work.
• Adaptability: Thrives in a dynamic, fast-paced environment, quickly adjusting to shifting priorities and tasks.
• Proactive Problem-Solving: Maintains a "get it done" attitude, taking initiative to address challenges and ensure the completion of tasks.
• Communication Skills: Excels in communication, both written and verbal, to facilitate effective collaboration across teams, maintaining a high level of professionalism and discretion.
• Professionalism: Has the ability to work closely with top-level executives, community leaders, and other key stakeholders, providing high-level administrative support while maintaining professionalism and discretion.
  
  

Required Experience/Education

• Ideal candidate will have 3 – 5 years of experience providing administrative assistance.
• Bachelor’s degree preferred, or equivalent experience.
  
  

Benefits

• Matching 401(k) program
• Medical, dental, and vision coverage options
• Paid time off and paid holidays
• Life insurance, short-term, and long-term disability plans
• Opportunities for community involvement