仕事内容

About the Role

Bitcot Technologies is searching for a meticulous and proactive Project Coordinator & Executive Assistant to contribute to a significant healthcare enterprise initiative located in the United States. This position requires strong organizational skills to streamline intricate tasks, convert ideas into actionable plans, and provide comprehensive support to senior leadership by facilitating the smooth progression of projects, meetings, and communications. Candidates should excel in dynamic settings, operate independently with minimal guidance, and handle multiple priorities with keen attention to detail. The position is hybrid-based in Rochester, Minnesota, and applicants must be within a 100-mile radius of Rochester.

Key Responsibilities

Convert meeting discussions, notes, and ideas into polished deliverables such as executive summaries, presentations, FAQs, meeting minutes, emails, and briefing documents.
Manage various workstreams by monitoring action items, decisions, risks, dependencies, and follow-ups.
Maintain organized and current document repositories with proper version control and easy access.
Prepare meeting agendas, materials, and documents for leadership and stakeholder discussions.
Record meeting results, note key decisions, and distribute follow-up tasks to ensure prompt completion.
Oversee Q&A logs, issue tracking, and information requests, coordinating responses across cross-functional teams.
Facilitate leadership visits, vendor meetings, workshops, and stakeholder engagements by organizing logistics and preparing relevant content.
Anticipate project requirements and proactively suggest improvements to coordination and communication processes.
Adapt quickly in evolving environments by asking clarifying questions and managing shifting priorities effectively.
Deliver high-quality materials that enable leadership to focus on review and refinement rather than creation from scratch.
Collaborate with internal teams, business stakeholders, and external partners to ensure seamless project completion.

Required Qualifications

Bachelor's degree in Business Administration, Project Management, Healthcare Administration, Communications, or related fields.
Minimum of five years' experience in program or project coordination, executive support, operations, or comparable roles.
Exceptional written and oral communication skills with a talent for drafting professional documents.
Experience creating executive-level presentations, reports, meeting summaries, and business documents.
Strong organizational abilities, including experience managing structured document repositories.
Capability to independently juggle multiple priorities with minimal oversight.
Proven track record in coordinating meetings, tracking deliverables, and ensuring timely follow-up.
Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook) and collaborative platforms like Microsoft Teams or Zoom.
Skilled at problem-solving and comfortable navigating ambiguous, fast-paced environments.
Excellent interpersonal skills, able to communicate confidently across all organizational tiers.

Preferred Qualifications

Experience supporting executive leadership or Project Management Office (PMO) teams.
Familiarity with large-scale healthcare or enterprise transformation projects.
Knowledgeable in project management methodologies and collaboration tools.
Experience managing cross-functional teams and external vendors.
Understanding of best practices related to documentation, version control, and information governance.

Ideal Candidate Attributes

Highly self-motivated and proactive.
Demonstrates ownership and ensures follow-through without frequent supervision.
Anticipates future needs and plans accordingly.
Organizes complex and evolving scenarios efficiently.
Produces polished and timely work without compromising quality.
Maintains professional communication and builds strong inter-team relationships.

Work Arrangement

This is a hybrid position requiring presence near Rochester, Minnesota.
Candidates must reside within 100 miles of Rochester, MN.
Ability to participate in onsite meetings, workshops, and leadership events as required.

Project Coordinator & Executive Assistant