Overview
Provide region-wide administrative/client support and agile delivery facilitation to standardize operations, improve service quality, and enable continuous improvement across all ITSR2 sites.
Key Responsibilities
- Act as the regional front-office coordinator, managing shared mailboxes, triaging requests, and standardizing communications.
- Coordinate multi-country calendars, room bookings, travel, and regional events; prepare agendas, materials, minutes, and action follow-ups.
- Maintain regional trackers, consolidate reports, and ensure consistent file organization.
- Draft reports, track deliveries/invoices, and liaise with Admin/Procurement/RMs.
- Proactively manage the manager’s calendar, flag critical items, draft standard responses, and track follow ups and deadlines.
- Assemble pre-reads, talking points, participant bios, and decision logs for meetings.
- Serve as POC for VP/Director/CM offices, external partners, and cross GP teams.
- Schedule recurring team meetings, all hands, brown bags, and offsites.
- Coordinate access, equipment requests, seating, and orientation packs for onboarding/offboarding.
- Prepare PRs/POs, vendor onboarding docs, and service confirmations.
- Track contract milestones, deliverables, and invoicing timelines.
- Maintain trackers for subscriptions and shared licenses.
- Consolidate leave/mission calendars and support onboarding paperwork.
- Track ST LOEs, end dates, and renewal timelines.
- Structure team SharePoint, enforce filing discipline, and curate a “Team Handbook”.
- Draft and format team newsletters, updates, and announcement emails.
- Plan internal trainings, retreats, and external workshops.
- Create light trackers for deliverables, milestones, and dependencies.
- Assist with formatting reports, slide decks, Gantt charts, and templates.
- Coordinate recognition moments, welcome/farewell messages, and informal connect points.
- Map recurring workflows and streamline steps; propose SOPs.
- Build reusable checklists and templates.
- Participate in the planning/facilitation of regional stand-ups, sprint planning/reviews/retrospectives.
- Help unify and refine regional backlogs and keep ADO/ServiceNow boards current.
- Participate in surfacing cross-office impediments and coordinate communication.
Required Experience
• 2–4 years in administrative/client support and/or IT service operations; experience coordinating across multiple sites.
Qualifications
- Bachelor’s degree or equivalent experience.
- Preferred certifications: ITIL Foundation; Scrum Master PSM I/CSM (or equivalent).
