Executive & Project Coordinator

Executive & Project Coordinator

The Viking Group

Employment Type: Full-Time

Work Arrangement: Hybrid

Location: West Virginia

About The Viking Group

The Viking Group is a West Virginia-based construction management, development, and historic preservation firm focused on restoring and adaptively reusing architecturally significant buildings throughout Appalachia.

Our work brings together construction, preservation, real estate development, and community revitalization. We are seeking an organized, dependable, and proactive Executive & Project Coordinator to support our President while helping our project teams remain organized, responsive, and focused.

Position Overview

The Executive & Project Coordinator will provide direct administrative support to the President and assist with the coordination of active construction, development, and historic preservation projects.

This position is ideal for someone who enjoys managing details, organizing information, communicating with multiple stakeholders, and helping projects move forward. The successful candidate will be comfortable working in a fast-paced environment where priorities may shift and where initiative, discretion, and follow-through are essential.

Key Responsibilities

Executive Support

• Manage the President’s calendar, appointments, meetings, and scheduling priorities.
• Coordinate travel arrangements, itineraries, reservations, and related documentation.
• Prepare correspondence, reports, meeting materials, presentations, and internal communications.
• Organize and maintain executive files, records, contact information, and confidential documents.
• Track commitments, deadlines, and follow-up items on behalf of the President.
• Assist with meeting preparation, take notes when requested, and distribute action items.
• Serve as a professional point of contact for clients, consultants, community partners, and project stakeholders.

Project Coordination

• Support project managers and company leadership with administrative and organizational needs.
• Maintain project files, contact lists, meeting records, schedules, and document logs.
• Assist with proposals, qualifications packages, bid documents, contracts, and project correspondence.
• Coordinate meetings with owners, architects, engineers, subcontractors, vendors, and public agencies.
• Track project deadlines, deliverables, outstanding decisions, and required follow-up.
• Help organize submittals, requests for information, change documentation, closeout materials, and other project records.
• Assist with procurement, vendor coordination, and the collection of pricing or supporting documentation.
• Prepare project updates, meeting agendas, status reports, and presentation materials.
• Support historic tax credit, grant-funded, and public-sector project documentation when needed.

Office and Business Operations

• Help maintain efficient administrative systems and office procedures.
• Assist with company events, community meetings, presentations, and business development activities.
• Coordinate the collection and organization of information from employees, consultants, and project partners.
• Identify opportunities to improve workflows, communication, document management, and administrative processes.
• Perform additional duties that support the continued growth and success of The Viking Group.

Qualifications

• Associate or bachelor’s degree in business administration, construction management, communications, or a related field preferred.
• Two or more years of experience in executive support, project coordination, office administration, construction administration, or a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple assignments while maintaining accuracy and attention to detail.
• Professional judgment and the ability to handle confidential information appropriately.
• Strong follow-through and a willingness to take ownership of responsibilities.
• Proficiency with Google Workspace & Microsoft Office Suite.
• Experience with construction management or document-management software is beneficial but not required.
• Experience in construction, architecture, engineering, real estate development, historic preservation, or professional services is preferred.

The Ideal Candidate

The ideal candidate is:

• Proactive and comfortable anticipating needs.
• Highly organized without losing sight of broader priorities.
• Professional, approachable, and confident communicating with different audiences.
• Able to work independently while remaining collaborative.
• Calm and resourceful when deadlines or priorities change.
• Interested in architecture, construction, historic preservation, and community development.
• Motivated by meaningful projects that strengthen communities and preserve important places.

Why Join The Viking Group

This position offers the opportunity to work closely with company leadership and contribute to projects that preserve historic buildings, support economic development, and create lasting value for communities throughout Appalachia.

The Executive & Project Coordinator will gain exposure to multiple areas of the business, including construction management, development, historic rehabilitation, project administration, and organizational operations. As the company grows, the position may also provide opportunities for increased responsibility and professional advancement.

Benefits

The Viking Group offers a competitive compensation package based on experience and qualifications. Specific benefits and employment terms will be discussed during the interview process.

How to Apply

Interested candidates should submit a resume and a brief cover letter describing their relevant experience and interest in joining The Viking Group.

The Viking Group is an equal opportunity employer and considers qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Pay: $65,000.00 - $80,000.00 per year

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Charleston, WV 25301

Salary : $65,000 - $80,000