AMB Family Office is the support company for the Chairman and the Chairman's family as well as the investment management and support services arm of Arthur Blank's for-profit businesses. The Blank Family of Businesses portfolio includes The Arthur M. Blank Family Foundation, National Football League's Atlanta Falcons, Mercedes-Benz Stadium, PGA TOUR Superstore, Major League Soccer's Atlanta United FC, West Creek Ranch, Mountain Sky Guest Ranch, TGL's Atlanta Drive and Paradise Valley Ranch. While diverse in nature with unique operations and customers, these businesses are run based on a common set of core values, which focus on developing customer relationships, treating associates with respect, and supporting communities.
Position Summary
As the Project Specialist, you will spearhead initiatives that unite Family Office teams to achieve shared objectives. You'll proactively define project scopes, identify and resolve roadblocks and dependencies, and establish milestones while continuously monitoring timelines and optimizing workflows. By establishing clear, consistent communication channels, you'll ensure seamless collaboration across all departments.
You'll assist in preparing Chairman and COS Admin Team in pertinent meeting materials—preparing documents and materials, executing actionable outcomes, and reporting progress to stakeholders—while keeping training documents, distribution lists, and operational systems fully up to date.
In this role, you'll provide regular project updates to the Director of Administration, work with the Executive Assistant to streamline daily tasks and coordinate the Chairman's on- and off-site events and meetings to ensure his needs are being anticipated. Your emphasis on relationship building and continuous improvement will make certain projects are delivered on time, with full transparency while keeping everyone informed.
Role and Responsibilities
1. In collaboration with the COS & Director of Administration, "looks around the corner" to anticipate opportunities and challenges across the full spectrum of the Chairman's businesses, philanthropic, and personal endeavors.
2. Assist in creating drafts for weekly meeting material for Director, Administration to review.
3. In coordination with Director, Administration and the COS, prepare day sheets & day files for each day for the Chairman to his specifications, including all supporting materials needed for each meeting (gather, assemble, proof and cross-reference ensuring they are complete, relevant and updated, etc.) and for everything on his calendar each day (itineraries, weather reports, menus, distance to be traveled between meeting locations, drivers, etc.)
4. Owner of anticipating what time Chairman will want his mail each day and ensuring that it is put together with appropriate day files, miscellaneous mail and his daily printed calendar notebook.
5. Obtain and prepare materials to the Chairman's specifications well in advance of meetings and events (following the Chairman's "Three Day Rule")
6. Assist with the preparation, of reports, proposals, briefings, and presentations on behalf of the Chairman.
7. Responsible for collecting and assembling weekly update reports into one consolidated report for the Chairman's review.
8. Execute quarterly training for house staff members to be up to date on proper printing of mail procedures across all residences and update training materials.
9. Assist the Director of Administration with special business events, travel, meetings, that require considerable coordination, attention to detail, project management, and communication with internal & external stakeholders.
10. Assist the Director of Administration with correspondence that deals with issues and subject matters that require considerable sensitivity, discretion, judgment, or negotiation.
11. Responsible for maintaining the picture archive, including refreshing digital frames & physical frames with current pictures around the Chairman's offices & homes.
12. With the Director of Administration, coordinate and direct special projects or duties as assigned by the Chairman or COS.
13. Regularly maintain & update as needed the Chairman's phone contacts management with support of executive IT
Qualifications and Education Requirements
14. Minimum 5-8 years of experience in project management or working in complex organizational environments.
15. A minimum 5 years of experience influencing and working closely with C-Suite and Executive-level leaders.
16. Proven track record of developing effective partnerships across disparate groups to organize and facilitate decisions and ensure implementation.
17. BS required, MBA a plus.
Additional Requirements:
18. Ability to be a team player and assist within the team's needs.
19. Ability to work flexible hours and willingness to work a varied schedule including evenings, weekends and some holidays, as required.
20. Must have ability to respond properly in any emergency or safety situation.
21. Must have a valid driver's license.
22. Ability to deliver of end of day mail to Chairman.
Preferred Skills
23. Excellent demonstrated judgment and diplomacy in working with diverse groups to address complex issues.
24. High aptitude for emotional intelligence and people management.
25. Unquestionable integrity and ability to maintain absolute confidentiality.
26. Aptitude and experience making independent judgments.
27. Ability to coordinate professional and personal obligations seamlessly.
28. Proven experience handling highly confidential and sensitive materials and situations.
29. Exceptional written, presentation and verbal communication skills that can be applied across executive levels as well as support staff.
30. Ability to master a wide range of relationships, tasks, and perspectives required.
31. Increasing responsibility working with executives across a range of operating businesses.
32. Must be able to work in a highly demanding structure.
33. Must have exceptional organizational and analytical skill.
34. Demonstrate strong problem-solving skills.
35. Must be proficient in a variety of Windows-based computer programs including MS Word, PowerPoint, Outlook and Excel.
36. Must be able to work independently, prioritize work, and independently manage multiple and competing priorities while meeting deadlines.
37. Extreme attention to detail required.