Project Specialist

Project Specialist

Finding a Hybrid job that fits your lifestyle isn't always easy. That's where Kelly comes in. We're seeking a Project Specialist to work at a premier client in Mettawa Illinois, 60045.

Pay rate and Shift l Job Duration: 12 Month l Shift: 1st Shift (Mon-Fri)

PRIMARY FUNCTION The Project Specialist supports the Project Manager in the planning, scheduling, coordination, and execution of all projects (print and digital) within Organisation Ad Agency (A3). This role helps maintain project momentum by coordinating daily activities, tracking deliverables, preparing documentation, and supporting communication across internal teams and brand stakeholders to help ensure projects stay on schedule, on budget, and on strategy.

PROJECT/PROCESS MANAGEMENT
• Develop project schedules, allocate resources and communicate project status and schedules to all key stakeholders and ensure deliverables and key milestones are met on time and within budget
• Manages administrative tasks, like maintaining status reports and timelines, as directed by the Project Manager
• Captures and distributes key meeting discussion points, action items and next steps during status meetings with internal teams and clients
• Set up and manage routes for projects through the internal agency approval process (Kantata, Workfront)
• Understand the Medical/Legal/Regulatory (Veeva) review process and prepare all assets and documentation for submission and review in accordance with Organisation Promotional Material Review Process
• Coordinate interactive resources with studio/programming/creative leads
• Create, compile, and maintain project and department documentation as needed (technical documentation, server folder structure, spec sheets, estimate tracking, etc.)

FINANCIAL MANAGEMENT
• Track time daily
• Assists with monitoring and reporting project financial status
• Adherence to all company-wide financial policies

KNOWLEDGE / SKILLS
• Understand Organisation promotional guidelines including, but not limited to, corporate branding, promotional material development, Veeva Promo Mats review and corporate compliance
• Understand the Agency Workflow Process including project initiation and kickoff, collaboration, necessary approvals, production and archiving
• Demonstrate clear and concise written and verbal communication skills
• Demonstrate the ability to prioritize and multi-task to enhance productivity and manage workload
• Possess ability to work in a high-volume, rapidly paced environment
• Proficiency using the Microsoft Suite of products (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and other systems (Kantata/Mavenlink, Workfront)

ACCOUNTABILITY / SCOPE
• Reports to their assigned Organisation Ad Agency manager
• Partners with creative team on project initiatives

QUALIFICATIONS
• Bachelor degree required
• Prefer project management experience managing similar workloads
• 0-1 years of ad agency experience preferred (minimum); project management and pharmaceutical experience a plus
• Strong attention to detail and excellent communications skills: verbal, presentation, written
• General understanding of project life cycles (print or digital) and different project management methodologies/styles
• High energy, positive, organized individual who is comfortable in a high-visibility role
• Great collaborator with ability to focus on both the big picture and small details

What happens next:
Once you apply, you'll proceed to next steps if your skills and experience look like a good fit. But don't worry-even if this position doesn't work out, you're still in our network. That means all of our recruiters will have access to your profile, expanding your opportunities even more. Helping you discover what's next in your career is what we're all about, so let's get to work.

Apply to be an Project Specialist today!