Job Description
Executive & Project Coordinator
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The Viking Group
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Employment Type: Full-Time
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Work Arrangement: Hybrid
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Location: West Virginia
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About The Viking Group
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The Viking Group is a West Virginia-based construction management, development,
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and historic preservation firm focused on restoring and adaptively reusing
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architecturally and historically significant buildings throughout Appalachia.
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Our work brings together construction, preservation, real estate development, and
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community revitalization. We are seeking an organized, dependable, and proactive
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Executive & Project Coordinator to support our President while helping our project
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teams remain organized, responsive, and focused.
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Position Overview
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The Executive & Project Coordinator will provide direct administrative support to the
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President and assist with the coordination of active construction, development, and
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historic preservation projects.
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This position is ideal for someone who enjoys managing details, organizing information,
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communicating with multiple stakeholders, and helping projects move forward. The
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successful candidate will be comfortable working in a fast-paced environment where
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priorities may shift and where initiative, discretion, and follow-through are essential.
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Key Responsibilities
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Executive Support
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● Manage the President’s calendar, appointments, meetings, and scheduling
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priorities.
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● Coordinate travel arrangements, itineraries, reservations, and related
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documentation.
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● Prepare correspondence, reports, meeting materials, presentations, and internal
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communications.
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● Organize and maintain executive files, records, contact information, and
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confidential documents.
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● Track commitments, deadlines, and follow-up items on behalf of the President.
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● Assist with meeting preparation, take notes when requested, and distribute
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action items.
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● Serve as a professional point of contact for clients, consultants, community
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partners, and project stakeholders.
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Project Coordination
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● Support project managers and company leadership with administrative and
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organizational needs.
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● Maintain project files, contact lists, meeting records, schedules, and document
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logs.
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● Assist with proposals, qualifications packages, bid documents, contracts, and
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project correspondence.
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● Coordinate meetings with owners, architects, engineers, subcontractors,
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vendors, and public agencies.
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● Track project deadlines, deliverables, outstanding decisions, and required
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follow-up.
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● Help organize submittals, requests for information, change documentation,
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closeout materials, and other project records.
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● Assist with procurement, vendor coordination, and the collection of pricing or
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supporting documentation.
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● Prepare project updates, meeting agendas, status reports, and presentation
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materials.
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● Support historic tax credit, grant-funded, and public-sector project
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documentation when needed.
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Office and Business Operations
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● Help maintain efficient administrative systems and office procedures.
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● Assist with company events, community meetings, presentations, and business
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development activities.
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● Coordinate the collection and organization of information from employees,
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consultants, and project partners.
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● Identify opportunities to improve workflows, communication, document
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management, and administrative processes.
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● Perform additional duties that support the continued growth and success of The
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Viking Group.
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Qualifications
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● Associate or bachelor’s degree in business administration, construction
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management, communications, or a related field preferred.
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● Two or more years of experience in executive support, project coordination,
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office administration, construction administration, or a similar role.
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● Strong organizational and time-management skills.
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● Excellent written and verbal communication abilities.
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● Ability to manage multiple assignments while maintaining accuracy and attention
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to detail.
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● Professional judgment and the ability to handle confidential information
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appropriately.
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● Strong follow-through and a willingness to take ownership of responsibilities.
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● Proficiency with Google Workspace & Microsoft Office Suite.
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● Experience with construction management or document-management software
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is beneficial but not required.
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● Experience in construction, architecture, engineering, real estate development,
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historic preservation, or professional services is preferred.
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The Ideal Candidate
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The ideal candidate is:
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● Proactive and comfortable anticipating needs.
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● Highly organized without losing sight of broader priorities.
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● Professional, approachable, and confident communicating with different
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audiences.
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● Able to work independently while remaining collaborative.
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● Calm and resourceful when deadlines or priorities change.
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● Interested in architecture, construction, historic preservation, and community
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development.
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● Motivated by meaningful projects that strengthen communities and preserve
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important places.
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Why Join The Viking Group
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This position offers the opportunity to work closely with company leadership and
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contribute to projects that preserve historic buildings, support economic development,
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and create lasting value for communities throughout Appalachia.
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The Executive & Project Coordinator will gain exposure to multiple areas of the
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business, including construction management, development, historic rehabilitation,
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project administration, and organizational operations. As the company grows, the
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position may also provide opportunities for increased responsibility and professional
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advancement.
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Benefits
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The Viking Group offers a competitive compensation package based on experience
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and qualifications. Specific benefits and employment terms will be discussed during
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the interview process.
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How to Apply
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Interested candidates should submit a resume to admin@vikingwv.com and a brief cover letter describing their relevant experience and interest in joining The Viking Group.
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The Viking Group is an equal opportunity employer and considers qualified applicants
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without regard to race, color, religion, sex, national origin, age, disability, veteran
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status, or any other status protected by applicable law.
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Pay: $65,000.00 - $80,000.00 per year