Description
Responsibilities:- This position reports to the Information Services Project Management Office.
- Primary responsibilities include providing project coordination and support for the firm's PMO, as well as performance of IS-related special projects.
- Supports the PMO by coordinating various aspects of projects, including large project meetings and demos, formatting RFIs and RFPs; creation, developing project presentations and communications, and supporting organizational change management activities.
- Provides support to the PMO through the development of weekly status report summaries and the monthly recording of actual time reported by project participants into the applicable project resource plans.
- Coordinates small projects that may impact Information Services alone, multiple business units or firmwide.
- Receives direction from the Information Services Admin and PMO Leader, as well as the CIO, relative to project identification, objectives and timelines.
- Perform/Manage special assignments (examples include, but are not limited to, special committees or work teams, publications, BU/DU/SDU events, etc.), as well as on-going administrative activities in support of projects.
- Vendor coordination and management
- Development, maintenance and publishing of IS artifacts and templates
- Presentation development, release, and management
- Retrieves technical research from Gartner and similar repositories as well as manages Gartner Analyst calls
- Gathers content, formats and distributes IS-specific communications
- Works in conjunction with others to maintain the TechBoost site, including graphic design elements.
- Works in conjunction with others to develop and maintain technical User Guides (eg, Lync).
- At least semi-annually, solicits technology changes to meeting room technology guides. Updates the meeting technology guides posted in meeting rooms across the firm and coordinates the posting of updates with local Office Managers.
- Works in conjunction with the IS Admin & PMO leader, Firmwide Communications, and the CIO to develop and publish communications (eg, CN articles, 5911 notices, etc.).
- Manages the contract (eg, MSA, SOW, Contract Addendum, License Agreement, etc.) process, which includes: ensuring all signatures and counter-signatures are received, and maintains an electronic library of all contracts signed by the CIO (ie, annually).
- Executive Assistance to CIO
- Provides executive level administrative support to the PMO and CIO. This includes, but is not limited to, the following: Calendar management, scheduling, and travel
Business Communication
- Maintains professional demeanor even in the most stressful or difficult situations
- Converts technical concepts info effective documents and presentations
- Produces written material that is understandable, as evidenced by the reactions of the recipients
- Practices effective listening by providing feedback to the speaker in such a way that it is clear that the message was understood
- Keeps written material concise and relevant
- Leverages training as a means for growing and expanding knowledge
- Seeks knowledge and continuous learning
- Applies knowledge of the firm's organization and services and how they impact priority and urgency of end user requests
- Operates smoothly in unstructured and ambiguous situations
- Works through situations to gain further insights and resolution
- Adapts to new and evolving scenarios with creativity and versatility to complete tasks
- Anticipates change barriers and helps others proactively assess potential impact
- Investigates and identifies viable avenues to achieve desired results within changing parameters
- Delivers administrative activities aimed at (1) defining a process, (2) establishing responsibilities, (3) evaluating process performance, and (4) identifying opportunities for improvement
- Provides guidance to less senior members and colleagues on specific tasks, if applicable
- Executes work with awareness of others, similar process needs and/or competing priorities
- Assist in the planning and coordination of meetings including making recommendations (eg, agenda items, attendees, meeting logistics, etc.), if applicable
- Adapts quickly to crisis situations, changing procedures, methods or processes as mandated by the situation
- Proactively follows up on open items that resulted from a meeting
- Identifies and works to maintain alignment and communications across project/task related interdependencies
- Engages in and encourages two-way communication within and across project team to manage expectations
- Serves as first tier in problem/issue analysis and resolution
- Determines accurate situations to escalate problems/issues to management
- Analyzes and synthesizes data to generate potential solutions and enlists appropriate resources
- Consults others during various phases of the problem-solving process
- Demonstrates creative and innovative thinking to find best solutions
- Responds to challenges and problems in a timely manner
- Drives to a root cause of a problem
- Knows the business impact of issues within their own area of responsibility
- Develops and/or monitors processes and organizes resources to achieve desired results.
- Identifies & uses appropriate technology (internal & external) to locate & extract relevant information
- Stays current on tools and technology needed in one's own professional or technical field
- Implements and leverages organization templates and protocols accurately
- Explores and applies/recommends new tools and technology to enhance work productivity (efficiency and effectiveness)
CORE CAPABILITIES:
Living our Values
- Demonstrates our values (CARE, SHARE, INVEST, GROW) on a daily basis through attitudes, behaviors and choices.
- Exhibits highest standards of professionalism and judgment in all client, team and individual interactions.
- Identifies and pursues opportunities to create the best solution or product through the combined expertise of others
- Holds self and others accountable for achieving performance objectives; is persistent in the accomplishment of business goals with high-quality results
- Strives for continuous improvement in interactions with and delivery of services to clients (internal and external); builds strong relationships with clients and continuously seeks to understand ways he/she can ensure the services provided are in alignment with client needs.
- Works to create a trusted business advisor relationship with the right individuals at the client.
- Proactively pursues new challenging opportunities, job assignments, engagements/projects
- Demonstrates interest and support in enabling others to achieve their career goals
- Minimum of five years' experience in project coordination and administrative assistance to include:
- Calendar management
- Email management
- Marketing material preparation and branding and design consciousness
- Advanced PowerPoint presentation capabilities including animation
- Advanced communications skills
- Organizational and planning skills
- Interpersonal skills
- C-level executive interaction
- Small meeting and event planning
- Training and instructional material preparation
- Video creation and editing capabilities
- Intermediate to advanced graphic design experience
- Intermediate to advanced SharePoint 2013
- Training and instruction
- Microsoft Lync
- Microsoft PowerPoint
- WebEx Meeting Center
- WebEx Event Center
- SharePoint 2013
- Adobe Creative Suite (including InDesign and Illustrator tools
- Preference given to Bachelor's degree in business administration, communications, project management and/or related technology fields.