Corporate Projects Assistant
Job Overview:
Each administrative assistant is part of the team that performs duties that are essential to the efficiency of the office, the Company, and other employees, as well as to the perception of the Company formed by clients, prospective clients, vendors, and candidates. Strong communication and interpersonal skills are essential. Flexibility and teamwork are equally important. Each member of the team has specific responsibilities and is accountable for their successful completion and strives for the highest levels of customer service. Additionally, the ability to support others as well as seek support from others provides the synergy that ensures overall efficiency and success.
The role of the corporate projects assistant is to support various Company initiatives as needed through organization, document or presentation development, review, research, or other functions. A key aspect of this position is support of the Company’s training and employee development efforts. As an integral part of the KPM organization, other functions will include serving as the primary back-up to the document and process control administrators, ensuring focus to the Innovation platforms, and assisting in maximizing knowledge sharing.
Primary Responsibilities and Duties:
- Training and Employee Development Support
- Assist the KPM manager with these responsibilities:
- In collaboration with Operations personnel, maintain and enhance efficient practices and systems to create, share, and utilize the collective experience and information of IPM and its personnel to create value for IPM and its clients.
- For completed initiatives that affect IPM’s knowledge repository, move the initiative from being implemented to being part of the culture, and ensure continuous improvement.
- Continually research and evaluate approaches, tools, practices, etc. that will develop and maintain a better than best practice approach to project management.
- Develop training presentations and materials.
- Establish and execute a formal training feedback process that identifies key metrics and that measures the training quality and effectiveness and the impact to the organization; promote continual improvement in the training program and process.
- Document Support
- Provide primary back-up to the document and process control administrators:
- Proof and edit project documents ensuring conformance to IPM writing style and grammatical and typographical accuracy. To the extent that the review supplants a management review, bill the project for this review and enhancement time.
- For all IPM contract documentation (proposals, PAFs, and change orders), ensure the chain of review is completed to include director, final DPC, and financial reviews. Ensure proposals are formatted in the most recent template and that the standard Assumptions and Notes are correct and included as appropriate.
- Review client agreements (e.g., confidentiality, service, or consulting) to ensure accuracy and to protect IPM’s best interests.
- Build and distribute the monthly newsletter.
- Create, edit, and graphically enhance presentation documents (PowerPoint and Visio), as requested.
- Continually review document templates and suggest changes that significantly improve the look and feel of client deliverables. Review proposed changes with appropriate Operations and Marketing personnel and implement approved changes.
- Assist in the design and development of marketing collateral, including the formatting and file maintenance of Case Studies.
- Support the creation of Microsoft Project schedules.
- Administrative Support
- Research special topics as requested via internet or other sources.
- Provide support to Marketing as requested, e.g. convention preparation, email blasts, summarization of IPM website statistics, and administration of online surveys.
- Support the organization and use of SharePoint.
- Contribute to ensuring that phone coverage is provided ten hours per work day.
- Print, bind, and distribute documents.
- General
- Professionally represent IPM’s business philosophies, protocols, and standards through performance and interface with colleagues and associates.
- Ensure timely follow-up to all personal commitments.
- Participate in meetings, conversations, and presentations in a manner that is concise, clear, and professional.
- Support other IPM employees to ensure their success and to realize synergistic benefits.
- Actively support and promote IPM’s safety culture and awareness.
- Actively support the completion of Annual Plan Requirements.
- Complete Development Plan objectives.
- Perform other duties, as required.
Required Skills and Knowledge:
- Expertise in Microsoft Word, Excel, and PowerPoint; familiarity with Project and Visio is a plus.
- Outstanding command of English grammar rules, applications, and word usage.
- Excellent communication, diplomacy, and interpersonal skills.
- Demonstrated strong organization and prioritization skills.
- Exhibited alignment with IPM’s philosophies and protocols.
- Demonstrated work ethic, integrity, and professional conduct.
- Displayed ability to lead and contribute in a team environment .
- Ability to work in a hectic, fast-paced environment and handle deadlines and frequent interruptions.
Required Education/Training:
- Bachelor’s degree in business or language arts, or equivalent work experience.
- Five years fast-paced office environment experience.
