Strategic Project Coordinator - Executive Office - JOH000BC
The Executive Office Project Coordinator will have a split role:
* 50% Accelerated Investment Plan
* 50% Strategic Projects
The role is to support these two functions and maintain the administration functionality and infrastructure to a standard that ensures efficiency and enables the team to satisfy EY needs. This is a broad role where a wide variety of projects will be covered and most projects will span across the Africa Sub-Area.
In addition to the above, the candidate needs to be eager to lend a helping hand to all/any projects that require assistance in the Executive Office. Being a team player is essential.
Essential functions & responsibilities of the role:
* Arrange meetings, events and training to ensure coordination and achievement of objectives:
o Communicate with attendees to confirm available dates and times for the planning and scheduling of meetings, events and training
o Schedule meetings electronically or telephonically via relevant EY systems
o Prepare list of all attendees and confirm attendance in writing
o Obtain information from the appropriate project manager, prepare agenda and distributed to all attendees at least two days prior to the meeting
o Thoroughly and professionally prepare all handouts and documentation required for the meeting, event, or training
o Organise venues and refreshments accordingly and confirmed in writing
* Document meeting minutes:
o Accurately record minutes and actions according to an established template
o Forward minutes and actions to the chairperson of the meeting to review and update accordingly
o Distribute minutes within 48 hours of the meeting to all attendees and stakeholders
o Store meeting documents electronically on the shared drive
* Update project plans and assist project managers in the business units to reflect the accurate status of a project:
o Obtain project updates from the appropriate project manager, project team, action logs, and meeting minutes
o Update project plan and store electronically and forward as per the communication plan
* Update risk, issue and change requests to reflect the accurate status of a project:
o Obtain risk, issue and scope updates from the appropriate project manager, project team, action logs, and meeting minutes
o Update risk and issue logs and store electronically and forward as per the communication plan
o Log change requests for scope and follow the processes as per the change request procedure
o Ensure the established project plan template and standards are adhered to at all times
* Maintain an action control log so that the status of all outstanding actions can be determined and monitored at any stage:
o Establish an action control log for each project or individual as per request
o Obtain details relating to actions from the project plan, the appropriate project manager, the project team, meeting minutes, project status reports, telephone conversations, and informal discussions
o Update action control log and distribute according to the communication plan
o Follow up on all outstanding actions to enable the team to reach their objectives
o Build relationships across the business to enable efficient delivery on projects
o Responsible for all logistics regarding each project (diary management, travel, room bookings, catering, collateral, etc.)
o Source knowledge management collateral to support projects
o Compile PowerPoint presentations of a high quality with attention to detail
o Work with Design Studio to produce high quality project plans, placemats, presentations, brochures, etc.
o Update relevant databases to ensure all information is up-to-date, relevant and easily accessible
Matric exemption essential
Bachelors degree advantageous
Project Management qualification
Approximately 2 - 4 years of relevant project management experience
Change management experience is beneficial
The hours will be from 8:00 to 17:00, however, flexibility concerning working hours is required due to the nature of the role and to meet specific project deadlines.
Problem solving / decision making:
Demonstrates ability to resolve both routine and non-routine challenges.
Works both independently and with the greater team to get results.
Work is reviewed on established goals based on individual scorecards.
Highly organised with a practical and intellectual approach to problem solving
Has project management expertise and thrives on large and frequently complex projects
Proven organisational abilities and attention to detail are critical
Proven interpersonal skills to establish and maintain relationships
Highly experienced in EY relationship tools and processes (booking travel, stationery, booking requests, printing, etc.)
Positive, enthusiastic, original thinker
Able to prioritise according to strategic objectives
Adapt to changing methodology and systems
Support knowledge sharing and information capabilities
Excellent written, oral, presentation and facilitation skills
Excellent computer skills (see below)
Ability to exercise absolute confidentially and discretion
Will work on a daily basis with the Executive Office Strategic Projects Manager and the Investment Plan Lead Partner. Strong motivational skills are required to work with other members of the Executive and Executive Office in order to get results. Networks well within relevant group and builds strong relationships. Is a team player.
This job description is intended as a guide to reflect the principal functions of the job. However, it is not an all-inclusive listing of the required job functions and functions may vary depending on the particular geographic location of the job and / or the manager. Further, the job description is subject to change at the discretion of management.
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