Senior Project Coordinator - Headcount Planning

Senior Project Coordinator, Chief of Staff PMO

Dublin, Ireland

About Citco

Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Chief of Staff PMO

The Chief of Staff PMO is aligned with the Projects and Governance Team (PGT) and is charged with providing multiple CFS Lines of Business units (Hedge Fund, CAIS, Institutional Services, Private Equity, Real Estate, Investor Relations, Ancillary Services) operational assistance and project management of new initiatives where required. It is a relatively new team continuously expanding its reach and impact across the business.

This team works closely with the Chief of Staff, Finance and Human Resources to support CFS goals and operations globally. Managing Projects that touch all areas of the business, across multiple departments, and partnering directly with senior leadership stakeholders. Additionally, the successful candidate will work closely with the wider PGT team and assist on projects/initiatives as required.

Your Role:

• Provide support on assigned projects, managing expectations and communicating delays on projects to the AVP/VP. Tailoring communication style appropriately for each stakeholder group
• Assist the Chief of Staff team to analyze headcount and working capital reporting to support the Chief of Staff with producing metrics for senior management
  • Supporting with analysis of data sets from multiple reports and systems
  • Assist with generating concise data-driven reports, including trend analysis and forecasting
• Assist with the bi-weekly Headcount approvals cycle for CFS
  • Reviewing data for accuracy, flagging any inconsistencies that need attention to the AVP
  • Send and respond to Stakeholder queries re vacancies and approvals process
  • Partner with AVP on process improvements and innovation
• Partner with team members in facilitating regular meetings with stakeholders throughout the various stages of the task/project with agendas, recap notes and action items
• Assist with project initiation under the guidance of the AVP/VP to define scope, tasks, timelines and identify stakeholders, primarily Project Sponsor(s) and Senior Management for the various projects to be undertaken
• Support the AVP/VP with the execution of projects by documenting, organizing and monitoring project activities, inclusive of the below:
  • Assist with the definition of project plans, ensure information is gathered from appropriate stakeholders and sign-off is obtained
  • Assist with documenting detailed requirements for initiatives
  • Ensure identified risk and issues are tracked and escalated to the AVP/VP
  • Maintain project schedules
  • Participate in post project reviews, documenting lessons learned
  • Track project progress against defined milestones
  • Follow standard PGT PMO procedures and tools to manage projects to successful completion
• Support the AVP/VP with the execution and preparation to design and send communications that are in line with Citco global messaging. Reporting on and chasing completion rates to ensure compliance with global company policies and guidelines
• Maintain confidentiality when sensitive projects arise
• Ability to work under pressure, be diligent and use initiative to prioritize important tasks
• Work closely and maintain relationships within the Projects & Governance Team, be open to collaborating across multiple projects

About You:

• You have a bachelor level degree
• You have 2-4 years in a similar role
• You have experience in data analysis - preferably with exposure to advanced excel and data analysis tools e.g. Power BI
• You are a self-starter who can demonstrate taking initiative and ownership in current role
• You have strong time management capabilities and ability to handle multiple competing task deadlines under pressure
• You have excellent communication, organizational and presentation skills
• You have advanced MS Office suite skills
• Preferable Assets/Nice to haves:
  • Exposure to Project Management Offices / Broad scale business management is a plus
  • Experience with Smartsheets
  Experience dealing with C-level executives
  

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.