Special Projects Administrator

Scope of Work
The Special Projects Administrator supports the Special Projects Manager in executing company-wide initiatives, creating communications, and managing project-related tasks with a high degree of professionalism and discretion.

This role requires flexibility, strong time management, and the ability to adapt quickly in a fast-paced, evolving work environment. Work assignments may shift rapidly based on organizational needs. The Special Projects Engineer must be able to independently manage, coordinate, and complete assigned projects while maintaining strict confidentiality due to the sensitivity of information handled and direct visibility to executive leadership.

Responsibilities

• Support the Special Projects Manager with documentation, presentations, scripts, and communication materials for company-wide initiatives.
• Create and edit content for the Monthly Newsletter and Monthly Company Meeting (photos, videos, slides, written content).
• Travel to job sites to document activities, capture content, and support Total Human Health presentations.
• Provide administrative and project support with minimal supervision.
• Use and help enhance Gaylor’s Salesforce instance; assist with creating user documentation.
• Build strong cross-functional relationships across departments and locations.
• Assist in planning and executing company events and meetings, including vendor coordination.
• Follow all communication standards and standard operating procedures.
• Contribute to process improvements, application updates, and departmental procedures.
• Attend and support company meetings and events as required.
• Participating in Gaylor application training to continue growing and developing skills
• Attending Safety training as needed

Position Requirements

• Upholds Gaylor Performance Values.
• Works independently and handles diverse administrative and project tasks.
• Uses strong time management and the ability to prioritize urgent, shifting tasks.
• Maintains strict discretion due to the team’s proximity to executive leadership.
• Communicates effectively and keeps the Special Projects Manager informed.
• Prepares professional written materials and presentations.
• Collaborates well with team members and builds strong internal relationships.
• Engages in ongoing training to develop technical and administrative skills.

Working Conditions

• Standard schedule: 8AM–5PM, in-office (Noblesville) when not traveling.
• Travels at least once per month, sometimes for up to one week depending on project needs.
• Job site visits involve presenting, gathering documentation, and engaging with field teams.
• Must adapt well in a fast-paced environment and remain calm under pressure.
• PPE required when visiting job sites.

Physical Requirements

• Ability to bend, lift, climb, kneel, and perform movement required on job sites.
• Repetitive use of hands and arms for documentation and content creation.
• Ability to sit or stand for extended periods.

Education

• No formal degree required.

Experience

• Strong administrative, organizational, writing, and communication skills.
• Experience in fast-paced, multi-project environments preferred.

Specialized Skills

• Proficient in Microsoft Office (Outlook, Word, Excel, OneNote, PowerPoint).
• Skilled in photo/video editing (Photoshop, Camtasia, or similar tools).
• Ability to create digital communications.
• Salesforce CRM experience required; Salesforce Admin certification strongly preferred.
• Outgoing, communicative, organized, and able to build relationships across the organization.
• Exercises discretion and sound judgment at all times.