Technical Project Coordinator Level 2

4 weeks ago

Doral, United States Compunnel Full time

Description:

Administrative Responsibilities:

Provide high-level administrative support to assigned team and other team members within the department.

Maintain substantial executive calendars for assigned managing directors; schedule/reschedule meetings by partnering and coordinating with internal and external constituents.

Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment.

Communicate effectively and professionally with executives and act as liaison with their assistants.

Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings.

Execute on projects and assignments including expense management - process, submit and manage for coverage teams.

Maintain executive files such as correspondence files, document files and office files.

Hold regular meetings with team to decide priorities/deadlines/projects. Provide regular updates on work in flight. Maintain agenda/invitations for weekly staff meetings.

Responsible for administrative activities including, but not limited to preparation of copies; sending/receiving faxes/scans; maintaining orderly, fully functioning work area for executives and their staff; various projects.

Order of equipment and resources/supplies (e.g., business cards, wireless devices, etc.).

Adept at problem-solving

Event Planning and Travel Support:

Arrange large group in-person and virtual meetings - coordinate availability with required participants, reserve meeting rooms, secure call-in numbers, arrange special meeting facilities, send meeting confirmation emails, prepare, and distribute meeting materials.

Coordinate department events - Reserve space, coordinate catering, and distribute meeting materials.

Secure all conference rooms, AV equipment, dial-in numbers, and video conference facilities.

Manage business travel - book travel arrangements including flights, hotels, currency, and taxis adhering to policy.

Coordinate out-of-town meetings and entertainment.

Calendar management set-up of all internal/external meetings.

Execute event pre-approval and post-closure actions including expense management.

Real Estate Management:

Coordination of all moves and associated processes: desk moves, IT moves, system updates, mail drops, large scale project moves and floor walk so Arrange workstation for visitors prior to arrival. Provide full administrative support to visitors where possible and if required. Direct and advise all visitors.

Arrange access to buildings where necessary.

Vendor Management

Liaise with building management to coordinate building and parking access.

Coordinate with third-party vendors.

International Documentation Support

Support the IBL Documentation Specialist Team

Support Doc Specialist in reviewing documentation for credit facilities and pipeline management ensuring adherence to the Jurisdictional Lending Grid

Support Doc Specialist in reviewing supplemental, jurisdiction-specific lending documents for loan counterparties

Maintain internal legal partners contact list

Assist with maintenance of Policies and Procedures including regular updates, edits and enhancements

Skills:

Bachelor's degree preferred

Proven work experience in financial services, legal, sales and marketing preferred

Results- Oriented and demonstrate a bias towards action

Work effectively with diverse teams, focusing on team success

Adjust to changing demands and requirements

Proficient with technology. Working knowledge with Microsoft Office applications, including Word/PowerPoint/Excel/Outlook/Teams

Excellent organizational skills and detail-oriented

Communicates effectively (both written and oral) using clear, concise, and understandable language. Ability to adjust style and message based on the audience

Demonstrates personal resilience and a commitment to continuously learning.

Seeks to advance his/her knowledge

Displays persistence and tenacity for what is right and not deterred by obstacles

Willingness to take on new projects and/or responsibility

Bilingual (Spanish preferred)

Education:

Bachelors Degree

Additional client information: #J-18808-Ljbffr

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