Project Coordinator

Job Description -
Provides the project manager support and assistance in scheduling, documentation, budgeting, and communication. Updates the project plan. Assists in information collection and validations. Facilitates collaborative documents and data stores. Helps prepare status reports and presentations. Excellent oral and written communication skills are required. Must have strong knowledge of MS Project, Excel, Word, and Visio.

1. Explain what the scope of the work/project is. Project Overview, deliverables (what is this person responsible for).

· The Transformational Programs Master Coordinator is responsible for orchestrating the scheduling and coordination of meetings, key events, and stakeholder engagement across a multi-year portfolio of transformational programs. This role manages and maintains up-to-date attendee and email rosters, ensuring that all relevant participants are included and informed. The Master Coordinator organizes recurring and ad-hoc meetings, coordinates logistics for major program milestones, and proactively communicates with stakeholders to confirm availability and distribute agendas, minutes, and action items.

By keeping schedules aligned and communication channels clear, the Master Coordinator fosters effective collaboration, timely decision-making, and smooth execution of program activities.

2. What does a typical day look like?

· Review and update schedules and attendee rosters daily to ensure all stakeholders are included and informed.

· Proactively communicate with participants to confirm meeting availability and distribute agendas ahead of time.

· Organize recurring and ad-hoc meetings, managing logistics such as room bookings, virtual meeting links, and event resources.

· Send reminders, distribute meeting minutes, and follow up on action items to maintain clear communication channels.

· Manage and maintain accurate email distribution lists and attendee records, ensuring comprehensive stakeholder engagement.

· Collaborate regularly with program leaders, business partners, and IT stakeholders to resolve scheduling conflicts and adapt plans as necessary.

· Synchronize schedules and information flow to drive effective collaboration, timely decision-making, and successful delivery of transformational program milestones.

3. Describe work environment/team culture (supportive/collaborative, teamwork, or individual contributor)?

· Our team is fast-paced, and often our work is dynamic while shifting to meet the needs of our stakeholders. We maintain a collaborative environment with our direct TPMO team, the programs that we support (including their leaders), the business and IT stakeholders, and our cross-cutting partners. We strive to have strong internal and external communication with a customer service focus.

Our TPMO governance pod has a large scope, and we aim to provide our team with new skills and development opportunities. We tend to be flexible to meet the needs of our teams and leadership.

4. What are the work hours/shift (standard, evening, full-time/part-time, OT required, on-call for 24/7 operation)?

· This role is 40 hours a week and standard working hours. OT is not standard but occasionally required and will be approved on an as-needed basis. We do encourage in-person collaboration and co-location when possible, based on location.

5. What is the likelihood that the position will convert to a permanent opportunity?

· This position is not open to conversion, but it will open doors to potential full-time roles in the future.

Candidate Detail Section
1. What are the top 3-5 skills and qualifications (technology/application/software, etc.) required? Are there any skills/certifications that the candidate must possess or would be nice to see?

· Expertise in scheduling and coordinating meetings using Microsoft Outlook, including managing recurring appointments and setting up reminders.

· Proficient in utilizing Outlook features such as meeting polls (Find Time), room/resource bookings, and time zone management.

· Experience integrating Outlook calendars with Microsoft Teams for seamless meeting setup and virtual collaboration.

· Skilled in managing delegate access and…