Project Specialist

POSITION SUMMARY

Reporting to the Senior Director of Sales Operations, the Project Specialist will play a crucial role in supporting our Sales Operations team by managing and coordinating various projects and activities related to the timely launch of new CEO groups, as well as additional responsibilities related to the role. The role requires strong organizational skills, exceptional attention to detail, the ability to collaborate effectively with cross-functional teams and external vendors, and a comfort level with repetitive tasks and a predictable routine.

THE COMPANY

Vistage is the world’s largest CEO coaching and peer advisory organization for small and midsize business (SMB) leaders. We offer the most effective approach for SMB enterprises to achieve better results and grow faster, as well as for SMB leaders to maximize their impact.

The 45,000+ members we serve are CEOs, owners and executives of SMB organizations located across the US and in 35 counties worldwide. These SMB executives spend a day or more with Vistage every month to immerse themselves in our comprehensive platform for making better decisions, getting better results and becoming better leaders. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), and deep insights from subject matter experts.

Vistage was founded more than 65 years ago, and we’ve grown every year since then by innovating to stay on the cutting edge of business and being relentless in delivering value to our members. Our success is demonstrated by the fact that Vistage member companies grow 2.2 times faster than non-Vistage peer companies. Learn more about us at www.vistage.com.

VISTAGE EMPLOYEE LIFE

Vistage’s success is anchored by a unique culture that reinforces employee commitment to the Vistage mission. It is a spirit of collective success and achievement which is also reflected in our workplace. Here’s a sample of the employee experience that helps drive our success:

• Welcome to our home. Our US headquarters sits in the heart of San Diego’s UTC area. It features an open, modern aesthetic with lots of collaboration spaces, free lattes and nitro cold brew coffee on tap! From our San Diego base, we collaborate with colleagues based across the country and around the world.
• We sweat the details. Our on-site gym is decked out with Peloton bikes, a Mirror workout system and plenty of other equipment to keep your workout challenging and fresh. On-site yoga classes, chair massages and smoothie days also help to keep us focused and healthy!
• We invest in your career. Each employee has an actionable career progression plan developed through individual collaboration with their manager. We focus on promoting from within, and employee progression plans are complemented by all-staff development days held in our state-of-the-art learning center. Employees also have access to tons of individualized development resources and a generous tuition reimbursement program.
• We invest in you. Our employee benefits program is one of the most generous you’ll find. Fully-paid healthcare is provided for employees through Anthem Blue Cross, along with access to company-subsidized dental, vision and life insurance coverage available to employees at very low rates. Take care of your financial future with 401(k) matching funds eligibility after your first month as an employee. Use the free individual investment counseling we provide to help you grow the money you’ve saved. You’ll also start with 16 days of paid time off per year to allow you to relax and recharge; employees receive additional annual paid days off based on tenure.
• We keep it fun! Whether you’re with us in the Padres luxury suite enjoying our summer baseball outing, unwinding during an employee happy hour or toasting your co-workers at our epic annual holiday party, you’ll see that we take having fun as seriously as helping our members succeed! The office vibe is business casual with flexible schedules and the freedom to work from home in bunny slippers if that’s your thing! We value mutual respect and laughter . . . we hate stiff formality. You’ll have regular access to Vistage executives—our CEO even buys everyone doughnuts to fuel his informal employee chats!

Vistage’s culture and sense of mission drive employee loyalty: more than half of our staff has been with the company for five years or longer. Are you ready to start your Vistage journey?

RESPONSIBILITIES:

• Collaborate with the Sr. Director of Sales Operations and Group Development Team to schedule New Group Build event dates for Chairs. Ensure minimum milestones are met
• Work with event venues to schedule events; coordinate meals and audio visual needs
• Review pre-work build plans received by Academy candidates. Gather individual market data via Tableau reporting, populate into build plan and file for Build Coach access
• Partner with Build Coaches and Business Development Partners to support and execute direct mail campaigns on behalf of building Chairs
• Work with outside vendors to ensure supplies are stocked and timely shipping
• Support the onboarding new Chairs by ordering and shipping funnel posters, Chair Build Guides, and other necessary materials
• Monitor milestones and send Chair supplies and gifts (Backpack, water bottle, event box, launch gift) at appropriate time
• Oversee Member Ambassadors tracking and thank you gifts; run monthly report; create mail merge, customize letters, and ship gifts
• Manage the Host Chair Program; initiate SOWs, track timeline and incoming evaluations, provide Chair pay information to accounting, send updates to Host Chair upon group closure
• Oversee Friends of Vistage; primary point person for incoming questions, send welcome cards, collaborate with Marketing Team
• Support Experienced Climber Program; initiate new group request with Membership Team, create record in Salesforce, initiate SOW request, and track timeline
• Maintain documentation of all standard operating procedures related the Group Development programs and Projects Specialist responsibilities

WORK ALLOCATION

• Program Management – 50%
• Vendor Relations and Mailings – 20%
• Miscellaneous Group Development Support Activities – 20%
• Event Support – 10%

QUALIFICATIONS

• Bachelor's degree from a four-year college or university; or equivalent combination of education and experience
• Proven experience as a Project Specialist, or similar role, with 3-5 years of previous experience in business
• Exposure to CRMs, Salesforce is a plus
• Exceptional customer service and communication skills
• Creative problem-solving abilities
• Strong interpersonal skills for effective collaboration with various departments
• Exceptional attention to detail
• Excellent verbal/written communication and listening skills
• Strong organizational and coordination skills
• Ability to work as part of a team, and independently
• Strong organizational skills with the ability to manage multiple projects concurrently and prioritize workload
• Intermediate to advanced experience with MS Word, MS Excel, MS Outlook, and Internet

TOTAL COMPENSATION RANGE

$65,000 - $68,000 Salary + 6.5% Bonus (salary based in San Diego, CA)

JOB LOCATION

Hybrid in San Diego; 2 days onsite, 3 days offsite