Project Coordinator

Job Summary

Serves as a strategic partner to the CIO and VP of Organizational Change Management (OCM) proactively managing priorities, communications, and day-to-day operations to maximize executive effectiveness. Provides light project management support to ensure cross-functional initiatives stay on track, on budget, and on schedule. Operates with a high degree of discretion, independent judgment, proactivity and confidentiality.

Key partnerships include Core IT Leadership Team, IT organization, Executive Admins across the Executive Leadership Team (ELT), HR, Internal Communications, and others.

Responsibilities

Executive Support & Strategic Operations

Priority & Calendar Management — Proactively manage the CIO executive's schedule by assessing urgency, resolving conflicts, and ensuring obligations are met on time. Serve as the gatekeeper who protects executive focus time while keeping critical items moving. Proactively manage over-bookings, redundancies and schedule conflicts.

Document Preparation & Correspondence — Support the creation and editing of correspondence, presentations, reports, briefing materials, and meeting agendas using Microsoft Office Suite and other professional tools.

IT Organizational Effectiveness – Support IT organizational effectiveness strategies and execution including but not limited to: IT townhalls, distribution lists, IT Core Leadership meetings and support, monthly IT digital newsletter, IT share points, and other.

Meeting & Travel Coordination — Coordinate complex travel arrangements, prepare itineraries, and process expense reports within policy guidelines. Schedule and organize meetings, secure venues and equipment, and prepare supporting materials.

Information & Records Management — Maintain organized filing systems (physical and digital) for corporate documents, records, and executive files. Route incoming mail, attach relevant background materials to correspondence, and ensure the executive has what's needed before every interaction.

Confidential Administrative Support — Handle sensitive and confidential matters with discretion, including note-taking, transcription, dictation, and preparation of materials not intended for broad distribution.

Research & Reporting — Compile data and draft special reports, summaries, and analytical responses by synthesizing information from multiple sources. Prepare records and documentation for unique, recurring, and ad-hoc executive needs.

Technology & Process Improvement — Stay current on office automation technology, software applications, and digital tools. Provide input on the design, implementation, and enhancement of automated systems, including document management platforms.

Project Management & Financial Coordination

Project Tracking & Coordination — Use project management tools (e.g., Smartsheet, MS Project, Planner) to track tasks, milestones, and deliverables across departmental initiatives. Follow up with stakeholders to ensure timely completion and flag risks or delays.

Budget & Expenditure Monitoring — Track department and project budgets, monitor transaction controls, and reconcile costs against approved budgets. Review and analyze appropriation requests for justification and approval; resolve discrepancies in submitted data.

Contract & Procurement Support — Review contracts, cost proposals, NDAs, MSAs, and contract supplements. Partner with Procurement on purchase requisitions and purchase orders; monitor PR/PO progress through completion, ownership of Statements of Work (SOWs).

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Additional Responsibilities

• Office & Facilities Management — Procure office supplies, equipment, and services within delegated authority to meet operational needs. Greet and direct visitors professionally.
• Event Planning — Organize meetings, local events, and off-site logistics as directed, ensuring seamless execution.
• Team Leadership — Guide, coach, and mentor other administrative staff on procedures, best practices, and professional standards. May provide direct supervision of clerical support staff.
• Other Duties — Perform related administrative and project support duties as assigned.

Requirements

• Strong ability to collaborate across all levels and with executive leadership and teams.
• Exceptional communication and interpersonal skills, with the ability to build trust, inspire collaboration, and navigate cultural and geographic diversity.
• Experience in leveraging analytics to guide reporting efforts.
• Experience navigating a global organization.

Preferences

• Undergraduate Degree in Business Administration, Communications, or a related field
• Certifications in project management (PMP), or process improvement (LEAN/Six Sigma) are highly desirable.
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