Project Coordinator/ Admin Asst.

Project Coordinator/Executive Assistance

About the company

IWG has been at the forefront of the flexible workspace revolution for more than 30 years. We have made it possible for organizations and individuals everywhere to take a new approach to the traditional working day. We have over 3,400 locations across over 110 countries allowing millions of people every day to have a great day at work.

Our customers are start-ups, small and medium-sized enterprises, and large multinationals. With unique business goals, people and aspirations. They want workspaces and communities to match their needs. We provide them with choice through our portfolio of brands, covering serviced offices (Regus, Spaces, HQ, Signature and No18), commercial real estate brokerage and managed office solutions.

Join us at www.iwgplc.com

The Executive Assistant (EA) to the Chief Investment Officer (CIO) plays a pivotal role in ensuring the efficiency and effectiveness of the CIO's office. This role requires exceptional organizational, analytical, and communication skills, along with advanced proficiency in Excel and PowerPoint to support decision-making and reporting. The EA will manage daily operations, coordinate schedules, prepare high-quality presentations, and serve as a key liaison between the CIO and internal or external stakeholders.
IWG has an ambition to get to 30,000 locations over the medium-term by executing multiple strategies and leveraging multiple channels including (but not limited to):

* Company-owned locations
* Managed partnerships (with building owners)
* Franchise partnerships (with building owners and franchise operators)
* M&A

Key Responsibilities:

Administrative Support
* Manage the CIO's calendar by scheduling meetings, prioritizing engagements, and coordinating with multiple stakeholders.
* Screen and prioritize emails, calls, and correspondence, ensuring timely follow-up on critical items.
* Organize travel arrangements, including booking flights, accommodation, and managing itineraries.
* Handle confidential and sensitive information with discretion.
Excel and Data Management
* Create and maintain detailed Excel spreadsheets for tracking, reporting, and analyzing related data and key performance indicators (KPIs).
* Conduct data analysis, identify trends, and prepare actionable insights for the CIO.
* Develop automated processes or dashboards in Excel to improve reporting efficiency.
PowerPoint Presentations
* Design high-quality, visually engaging PowerPoint presentations for internal and external meetings.
* Summarize complex investigative findings, reports, and strategic insights into clear, professional slide decks.
* Collaborate with other departments to gather data and ensure accuracy in presentation materials.
Communication and Coordination
* Act as the primary point of contact for the CIO's office, ensuring clear and timely communication across all levels of the organization.
* Coordinate and follow up on action items discussed during meetings to ensure timely completion.
* Draft and edit correspondence, reports, and memos as needed.
* Foster strong relationships with internal departments, external partners, and stakeholders to facilitate smooth operations.
Meeting and Event Support
* Prepare agendas, take detailed meeting minutes, and track action items for follow-up.
* Coordinate and organize team or cross-departmental meetings and events, including logistics and materials preparation.
* Assist in preparing briefing documents and background research for the CIO ahead of key meetings.
Process Improvement
* Identify and implement process improvements to enhance the efficiency of the CIO's office.
Streamline administrative workflows and reporting processes.

Education: Bachelor's degree in Business Administration, Communications, or a related field preferred.

Experience:
* Minimum of 5 years of experience as an executive assistant or in a similar support role, preferably working with senior leadership.
* Demonstrated ability to manage high-pressure situations and handle multiple priorities effectively.
Technical Skills:
* Advanced proficiency in Microsoft Excel (e.g., pivot tables, VLOOKUP, basic macros).
* Strong expertise in Microsoft PowerPoint, with the ability to create professional and visually compelling presentations.
* Proficiency in other Microsoft Office tools (Word, Outlook, MS Teams).
Communication Skills:
* Exceptional verbal and written communication skills, with the ability to summarize and present complex information clearly.
* Experience drafting professional correspondence and reports.
Key Competencies
* Detail-Oriented: High level of accuracy and attention to detail in all deliverables.
* Organizational Skills: Ability to manage multiple tasks, meet deadlines, and maintain order in a fast-paced environment.
* Problem-Solving: Proactive mindset with strong critical thinking skills to anticipate challenges and propose solutions.
* Interpersonal Skills: Professional and approachable demeanor, with the ability to build rapport across diverse teams.
* Confidentiality: Demonstrates integrity and discretion in handling sensitive information.
* Initiative: Proactively identifies ways to add value and improve processes.

Cultural Fit:

* Enjoys working in a success-driven, respectful, and collegial environment.
* Demonstrates honesty, integrity, and a strong work ethic.
* Combines hands-on execution with the ability to mentor and guide less experienced team members.