ICP Solutions Limited · 2 days ago
Project Support Coordinator/Administrative Support
Kingston, RI
Contract
Hybrid
Entry Level
2+ years expICP Solutions Limited is seeking a Project Support Coordinator/Administrative Support to manage project calendars and coordinate meetings. This role involves scheduling, documentation development, training coordination, and maintaining effective communication with stakeholders.
Information Technology & Services
Hiring Manager
Rahul Chamkel
Responsibilities
Maintain and update the overall project calendar, tracking key milestones, deliverables, and deadlines throughout the Workday implementation lifecycle
Schedule and manage recurring project meetings, workshops, steering committee sessions, and user acceptance testing (UAT) activities
Proactively identify potential scheduling conflicts and ensure resource availability for critical project tasks and meetings
Collaborate with team members and stakeholders to adjust schedules as needed, ensuring alignment with project objectives
Coordinate and schedule meetings between internal teams, external consultants, and stakeholders, ensuring all participants receive timely invitations, agendas, and follow-up materials
Organize project workshops, training sessions, and implementation events, managing logistics such as meeting room reservations, virtual meeting setup, and equipment arrangements
Monitor attendance and follow up with participants to ensure all key project members are engaged and aware of upcoming activities
Assist the project management team in developing high-quality presentations for stakeholder meetings, status updates, and executive briefings
Create and maintain project documentation, such as meeting minutes, decision logs, status reports, and risk registers
Assist in the development of visual aids and other materials for presentations, using tools such as PowerPoint, Excel, and Workday-related content
Ensure all project-related documentation is organized and stored in a central repository for easy access by the team and stakeholders
Work with Workday consultants, subject matter experts, and HR/IT leaders to coordinate training activities for end users
Develop and manage the training schedule, ensuring that all key user groups (HR, payroll, finance, managers, etc.) receive necessary training
Coordinate logistics for training sessions, including booking venues, arranging materials, managing virtual training platforms, and tracking participant attendance
Assist in the development and distribution of training materials, including guides, tutorials, and recorded sessions, ensuring easy access to resources for all participants
Maintain effective communication with all stakeholders, providing timely updates on project activities, scheduling changes, and upcoming milestones
Distribute meeting agendas, action items, and key decisions to ensure alignment across teams
Serve as the point of contact for project-related inquiries, assisting with the resolution of scheduling or logistical issues as needed
Provide administrative support to project managers and team leads as required
Qualification
Required
Bachelor's degree
Minimum of two years of professional experience providing administrative support
Demonstrated experience in project coordination and execution of complex scheduling
Demonstrated strong organizational and time management skills including the ability to manage multiple tasks simultaneously
Demonstrated strong verbal and interpersonal communication skills, including a customer service orientation and positive attitude
Demonstrated proficiency in written communication skills, including experience developing professional presentations
Demonstrated proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Teams)
Demonstrated proficiency with Google calendars and/or other scheduling software tools
Demonstrated proficiency with virtual meeting management software (Zoom, Teams)
Demonstrated ability to work independently and collaboratively in a fast-paced, dynamic environment
Demonstrated attention to detail and proactive problem-solving skills
Demonstrated success working with cross-functional teams, including HR, IT, and external consultants
Demonstrated flexibility and adaptability to manage changing priorities and shifting deadlines
Demonstrated ability to work with diverse groups/populations
Company
ICP Solutions Limited
ICP Solutions Limited, back office for US staffing clients
Founded in 2018Hyderabad, Telangana, IN
51-200 employeesFunding
Current Stage
Growth StageCompany data provided by crunchbase