Project Coordinator/Executive Assistant

About KnowBe4

KnowBe4, the provider of the world's largest security awareness training and simulated phishing platform, is used by tens of thousands of organizations around the globe. KnowBe4 enables organizations to manage the ongoing problem of social engineering by helping them train employees to make smarter security decisions, every day.

Fortune has ranked us as a best place to work for women, for millennials, and in technology for four years in a row! We have been certified as a "Great Place To Work" in 8 countries, plus we've earned numerous other prestigious awards, including Glassdoor's Best Places To Work.

Our team values radical transparency, extreme ownership, and continuous professional development in a welcoming workplace that encourages all employees to be themselves. Whether working remotely or in-person, we strive to make everyday fun and engaging; from team lunches to trivia competitions to private parties at theme parks, there is always something exciting happening at KnowBe4.

About the Role

The Project Coordinator/Executive Assistant will play a vital role in helping the Global Talent Brand & Outreach team achieve its mission of attracting top-quality candidates to KnowBe4 through community outreach, digital marketing, and outstanding employer branding. If you're the type of person who likes to be deeply integrated into every aspect of the team, work closely with executive leadership, and assist with events as needed, this is the role for you!

Responsibilities:

• Compile and prepare content for key projects such as weekly executive reports, monthly newsletters, expense reports, and other reports as needed
• Monitor all sub-division project plans/schedules, and ensure project deadlines are met in a timely manner; assist project managers when needed; assess and make changes to projects to ensure all deadlines are met
• Manage the calendar and inbox of the VP of Global Talent Brand & Outreach
• Coordinate, oversee, and administer programs and projects within the sub-division and with other departments
• Create meeting minutes and agendas for meetings, keep track of action items; be present at important meetings, especially in the executive’s absence
• Document all internal and external obstacles and delays, and tries to find “workarounds”
• Ensure all departments complete assigned tasks in an efficient and effective manner
• Coordinate travel arrangements & accommodations for the team during events, conferences, etc. 
• Plan in-person and virtual team-building and other events for the team
• Assist with budget management and tracking, including submitting and tracking procurement and sponsorship requests
• Assist with video production when the team is recording videos- reserving rooms, ordering props, contacting actors, submitting facilities tickets, checking the on-site premises the day before recording
• Assist with swag inventory and order more when necessary; order printed design work from vendors & manage invoices; coordinate all department orders and deliveries and organize them at the office
• Order food and supplies for group visits and field trips; help with event setup and take down; participate and host the groups when needed; run errands for things that need to be picked up for recruiting and speaking events (flyers, polos, etc.)
• Ensure team statistics and objectives are kept up to date and accurate
• Complete research projects as assigned by the VP of Global Talent Brand & Outreach

Requirements:

• Bachelor’s degree or a minimum of 1 year of proven work experience in an administrative role
• Experience with event planning, project management, budgeting, and process creation preferred
• Excellent time management skills and ability to manage multiple projects at once
• High attention to detail with impeccable organizational skills
• Excellent verbal and written communication skills with the ability to foster long-term relationships (with external partners, candidates, and internal stakeholders)
• Team-oriented with strong collaborative skills
• Ability to proactively solve problems, and independently handle issues as necessary
• Ability to learn quickly, effectively manage time, prioritize work, anticipate needs, and multi-task across many assignments & projects
• Intermediate knowledge of Google Sheets, Google Slides & Google Docs
• Interest in the fields of talent brand, talent acquisition, people operations or talent outreach (preferred but not required)
• Be available during evenings and weekends to help with events, career fairs, etc., and be able to travel

About the Global Talent Brand & Outreach Team

The GTBO team is one of the most exciting teams to be part of at KnowBe4! Working with the GTBO team is a one-of-a-kind experience that provides you with meaningful projects, a supportive leadership team, career development opportunities, team-building events, and more!

Our leadership values creating a work environment that is flexible and focused on mental health. From our open paid time-off policy to flexible scheduling to get your birthday off each year, team members can have a healthy work-life balance. Additionally, our co-workers are extremely supportive of one another; we always work towards the same goals and have a lot of fun while we do it. From boating trips and happy hours to virtual trivia and attending Tampa Bay Rays games, working on the GTBO team is exciting and filled with fun! Our team also hosts monthly coffee corners, where we talk about everything EXCEPT work. Plus we attend yearly talent branding conferences across the U.S. to not only stay up to date on the latest strategies but also to network with other top-performing talent brand teams.