Project Coordinator

Project Coordinator (contract) at Xcel Energy

Essential support for transformational program leadership by orchestrating scheduling, coordination, and communication activities to keep complex multi‑year initiatives running smoothly. Serves as the central point for meeting logistics and stakeholder engagement, ensuring participants remain informed, aligned, and prepared. Requires exceptional organization, attention to detail, and interpersonal skills to navigate competing priorities while maintaining relationships with executives, program leaders, business partners, and IT stakeholders.

Offers opportunity to contribute meaningfully to transformational initiatives that drive organizational success in a fast‑paced, dynamic environment.

• Review and update meeting schedules and attendee rosters daily to ensure comprehensive stakeholder inclusion and awareness
• Proactively communicate with participants to confirm availability, distribute agendas in advance, and send timely reminders
• Organize and coordinate recurring and ad‑hoc meetings, managing all logistics including room bookings, virtual meeting links, and event resources
• Distribute meeting minutes promptly and follow up on action items to maintain accountability and clear communication
• Manage and maintain accurate email distribution lists and attendee records across multiple programs
• Collaborate regularly with program leaders, business partners, and IT stakeholders to resolve scheduling conflicts and adapt plans as circumstances change
• Synchronize schedules and information flow to drive effective collaboration and successful delivery of program milestones
• Prepare and update project documentation, status reports, and presentations as needed
• Assist in information collection, validation, and maintenance of collaborative documents and data stores
• Support budget tracking and project plan updates as required

• Expertise in scheduling and coordinating complex meetings using Microsoft Outlook, including recurring appointments, reminders, and calendar management
• Proficient in utilizing advanced Outlook features such as meeting polls, room and resource bookings, and time zone management
• Experience integrating Outlook calendars with Microsoft Teams for seamless virtual collaboration
• Skilled in managing delegate access and calendar permissions to support executive and team needs
• Strong knowledge of Microsoft Project, Excel, Word, and Visio
• Excellent oral and written communication skills with the ability to convey information clearly and professionally
• Strong interpersonal and relationship‑building skills to foster trust with diverse stakeholders and executives
• Active listening and empathy to understand varying priorities and perspectives during scheduling negotiations
• Professional diplomacy when addressing conflicts or shifting meeting requirements
• Exceptional organizational skills with meticulous attention to detail
• Ability to prioritize tasks effectively in a fast‑paced, dynamic environment
• Adaptability and resilience to manage last‑minute changes and competing demands with a positive attitude
• Collaborative problem‑solving abilities to resolve scheduling conflicts quickly

• Five to seven years of proven experience managing complex schedules and coordinating meetings across multiple teams and stakeholders
• Demonstrated proficiency with calendar management tools and collaboration software
• Experience managing executive meeting schedules is preferred

USD 34.00 - 46.00 hourly

Mid‑Senior level

Contract

Management and Manufacturing

Utilities