Engineering Enablement Coordinator
Position Description:
This role is a key resource for ensuring that the Leadership and Coaching training programs and events run seamlessly by providing well organized administration and organization delivered with a high level of professionalism. You will support and assist the Directors of Engineering Enablement and will work closely with other members of the enablement team to assist in the delivery of highly engaging and interactive programs for the Engineering Group. As a core member of this fast-paced team, you will be responsible for providing exceptional organizational support in a rapidly evolving area of the business. An ability to think on your feet and be able to manage several projects at once is a must as well as the ability to be a proactive problem solver.
Major Duties and Responsibilities:
Develop effective relationships with the enablement team, stakeholders and with the wider Company team
- Participate in weekly status and regular site logistics meetings with team members
- Document meeting minutes and distribute the meeting notes to participants
- Deliver presentations as required to various audiences to support Engineering Enablement Programs
- Join and monitor appropriate Slack channels to gain relevant information and provide timely and efficient updates to members of the groups
Plan and Manage end to end logistics for programs and workshops
- Book and confirm conference room/space; setup room configuration, order and confirm catering, office equipment, loaner computers, office supplies and giveaways/swag as required.
- Ensure event room logistics are well prepared prior to class start (projector working, presentation loaded, lights, room clean, table/chairs organized, etc.)
- Send out invitations to speakers, team leads and participants; email reminders and follow-up, and track acceptances
- Scheduling of 1:1 coaching sessions
- Liaise with vendor for administration and roll out of 360 cohorts
- Research venues, vendors, menus and various materials/supplies required for programs
- Book and confirm venues and menus
- Be willing to act quickly to make changes or additional requests with vendors
- Ensure vendors comply with contracted agreement during events
Create program communications and materials
- Create, edit and prepare documents and materials for participants using Microsoft Word, PowerPoint and Google Docs
- Create, prepare and edit marketing collateral and professional communication for use within the team and the broader Engineering community
- Prepare and print materials for training programs and ensure these are delivered to the training room
- Assist with pre and post survey preparation, collection and analysis
Provide support and back up for programs and workshops
- Ensure speakers and guests are checked in with front desk and welcomed accordingly
- Take session attendance and monitor participation. Analyze and synthesize follow up information on this topic as needed
- Act as host and liaison in the classroom as required
Provide administration and logistical support for the Directors of Coaching and Leadership
- Participate in weekly 1:1 meetings with directors to ensure an aligned focus on tasks and activities
- Plan and manage calendars and schedules in a timely manner
- Assist with expenses as required
- Assist, book, confirm and track travel, accommodations and transportation as required
- Manage and update the leadership and coaching budget and provide timely updates to the wider team
Ad hoc responsibilities and events
- Organize, maintain and manage inventory in the storage room
- Work with the wider team to deliver on key events such as Leadership Offsites, Hackathons and Engineering All Hands
- Participate in Enablement Team workshops and offsites
- Back up support for other team members as needed
Required Skills/Education/Experience:
- A focus on customer service principles and practices
- Excellent communication skills and professional personal presentation
- A strong work ethic, integrity and confidentiality
- A positive, friendly attitude and be a proactive team-player
- An ability to develop and interact effectively with employees and guests and be proactive in gathering and delivering information
- A good level of flexibility and adaptability to suit a fast paced and changing environment
- A high school diploma or equivalent, with 4-5 years in an administrative or HR function
- Advanced knowledge of administrative and clerical procedures
- Proficiency in the use of email and internet
- Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and Google Apps
- High attention to detail and the ability to take initiative
- The ability to work independently and maintain excellent attendance
- The ability to manage multiple projects and sessions and prioritize accordingly
- The ability and willingness to lift 40 pounds unassisted