Project Support Coordinator

2 weeks ago

Romford, United Kingdom HCLTech Full time

We are looking for a Project Support Coordinator (Executive Assistant for COO) to join our HCL Insurance BPO Services team.

As a small team, the role is inevitably quite broad and hands on. We are looking for someone that can coordinate meetings, liaise effectively with internal and external people, and coordinate tasks to ensure a successful project.


Key Responsibilities

  • The project coordinator will work closely with the project manager to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries.
  • Organize project meetings, booking venues, sending invites, taking minutes.
  • Attending and/or facilitating meetings where agreed and present on progress, ensuring that all actions are logged and followed up as required
  • Communicate information, risks, issues and dependencies, including briefings and reports to project teams, Compliance team, and a range of internal and external staff.
  • Assisting the COO with setting up Project Plans in our Project Management platform and ensuring they are fully updated.

Act as ‘first point of contact’ for the COO. Acting as the point of contact among executives, employees, clients and other external partners

  • Mail Management (Electronic): Opens daily, incoming mail for the COO and prioritizes/suggests replies to same to ensure a prompt response and to help leverage COO's time. Filters all incoming emails and demonstrates the confidence and initiative to prioritize same and respond on COO 's behalf when appropriate
  • Diary management: Performs extensive diary management ensuring appointments are scheduled in a time-efficient manner and any supporting documentation required is available
  • Coordinating with external stakeholders, which will include organizing meetings, taking minutes, and creating and maintaining the Action Log (including seeing relevant points through to completion).

Travel Coordinator – Arranging domestic and international travel, organising itinerary including meetings and logistics.

Knowledge and training

  • Strong IT skills
  • Proficiency in Microsoft Word, excel, power point and Outlook.
  • Project Management experience is desirable.

Experience

  • At least 2 years in an administrative / executive assistant / project management coordinator role
  • Core office hours with flexibility
  • Flexibility in travelling between offices (Romford, Gracechurch Street, other HCL/Client offices in the UK )

Skills and Attributes

  • A confident communicator with excellent written and verbal communication skills and an excellent telephone manner.
  • Organized with a flexible approach and the ability to juggle a range of projects at one time.
  • Excellent attention to detail.
  • Ability to actively support colleagues and build good working relationships at all levels.

The duties and responsibilities above are not exhaustive and the role holder may be required to undertake other activities consistent with the general nature and purpose of the role.

Duties may vary between individuals with the same or similar job title according to the needs of Society

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