United States, California, Program Coordinator jobs

As an Executive Support Coordinator (ESC), you’ll provide high-level administrative support to the organization. This role involves providing in-office support for local and visiting PPMDDs as well as supplemental in-office assistance. May also assist with tax, backup and interim support for PPMDDs with executive assistants on extended leaves. May also assist and coordinate local office events. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment. You’ll be a key member of a team using your experience, skills and knowledge of organizational policies, procedures and practices to help achieve the goals of the business. You’ll present information to inform recommendations on business processes and be part of a high performing, diverse and inclusive team sharing best practices.

Your key responsibilities

• Assist in the planning, organization, and execution of local office events, including team meetings, training sessions, and corporate gatherings in compliance with meeting and events policy and process and in collaboration with CBRE as necessary
• Coordinate with Meeting and Events team on logistics such as venue selection, catering, and materials preparation to ensure successful event delivery
• Prepare and organize materials for onsite meetings, presentations, and reports, ensuring all necessary documentation is readily available
• Develop and maintain relationships with internal personnel at all levels to complete support activities
• Manage and coordinate small projects and track progress
• Leverage strong working knowledge of applicable firm and service line quality, risk and confidentiality policies and guidelines in daily business operations
• Apply and share knowledge obtained on firm technology, work processes, resources, structure and business of the firm/service line/functional group
• Use firm knowledge, tools and network of resources to execute on deliverables and solve problems that arise to meet customers’ expectations
• Maintain documents on appropriate file servers and repositories, aid in the adherence to and reinforcement of record retention policies
• Act as a backup for other executive assistants during absences or peak workloads, ensuring continuity of support for executives which may include booking travel arrangements, processing and tracking business expenses in compliance with firm policy
• Collaborate with the executive support team to facilitate smooth operations and effective communication

Skills and attributes for success:

• Highly skilled attention to detail and self-assurance of quality of work performed or reviewed
• Ability to effectively manage conflicting priorities, organize workflow, anticipate customer needs and independently leverage alternative resources to achieve optimal operational excellence
• Proactively coach and share knowledge with colleagues
• Gain knowledge and develop and demonstrate advanced working knowledge of firm structure, service lines, key personnel, software and organizational policies and procedures
• Work independently with minimal supervision

To qualify for the role, you must have

• Ability to provide in-office support five days a week
• 4+ years of relevant business experience or combined no less than 2 years relevant experience and associates or higher degree
• Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook
• Proficiency in automated calendar management tools (e.g. Outlook) and various IOS and Android mobile devices

• Proficiency in MS SharePoint

What we offer you
At EY, we’ll develop you with future-focused skills and equip you with world-class experiences. We’ll empower you in a flexible environment, and fuel you and your extraordinary talents in a diverse and inclusive culture of globally connected teams. Learn .

• We offer a comprehensive compensation and benefits package where you’ll be rewarded based on your performance and recognized for the value you bring to the business. The base salary range for this job in all geographic locations in the US is $46,900 to $98,000. The base salary range for New York City Metro Area, Washington State and California (excluding Sacramento) is $56,300 to $111,400. Individual salaries within those ranges are determined through a wide variety of factors including but not limited to education, experience, knowledge, skills and geography. In addition, our Total Rewards package includes medical and dental coverage, pension and 401(k) plans, and a wide range of paid time off options.
• Our expectation is this is 100% in office job.
• Under our flexible vacation policy, you’ll decide how much vacation time you need based on your own personal circumstances. You’ll also be granted time off for designated EY Paid Holidays, Winter/Summer breaks, Personal/Family Care, and other leaves of absence when needed to support your physical, financial, and emotional well-being.

As an Executive Administrative Coordinator, you will provide high-level, functionally specialized administrative, project and operational support to multiple executives of the firm who hold designated leadership positions. You will be closely aligned and integrated with the operations, strategies and business objectives of senior leaders with visibility across their network. You will proactively identify the needs and challenges of the executive, identifying effective solutions and ensuring that all necessary preparations and support are in place to enable the executive's success. You will track, coordinate and execute on confidential projects, applying judgment and selecting methods for meeting objectives. As a representative of the executive leaders, you will foster sophisticated relationships and interact with internal and external clients and stakeholders.

Your key responsibilities

• Manage daily execution of administrative services for eligible partners, principals, managing directors and directors
• Apply specialized knowledge of service line, sector and operations role of executive to make independent decisions to accomplish project, administrative and operational objectives
• Apply an in-depth understanding of the key drivers affecting the leader’s role and business priorities to administrative and project coordination
• Identify and resolve administrative issues and challenges, analyze problems and implement solutions to improve efficiency and productivity
• Build and foster relationships with internal and external business leaders and stakeholders and their administrative staff to support business objectives
• Protect confidential/proprietary information and manage data and records securely
• Demonstrate high level firm/service line knowledge of QRM policies
• Independently compose, format and edit non-technical business documents in conjunction with leader executives and appropriate internal communications professionals
• Liaise with service line and core business service personnel to track and coordinate executive work/projects; manage information and respond to requests accurately and promptly
• Compile, review and analyze markets and budget reports to create tracking reports, identify action items, coordinate follow up and prepare meeting materials
• Anticipate and apply knowledge of leaders’ priorities to manage complex and constantly changing calendars
• Coordinate domestic/international travel, internal and external events, meetings and conferences within scope leveraging appropriate resources

Skills and attributes for success

• Complex problem solving within realm of role responsibilities, using strong analytical, organizational and research skills
• Independent decision maker exercising discretion/judgment
• Assimilate unfamiliar issues rapidly
• Proactively escalate identified or potential issues
• Ability to communicate effectively and professionally with all levels including senior leaders with sensitivity to matters that require diplomacy
• Navigate organizational structures, changing environments and sensitive relationships
• Prioritize and perform multiple tasks simultaneously
• Advanced skills in MS Word, Excel, PowerPoint, Teams, SharePoint and Outlook
• Work independently

To qualify for the role, you must have

• BA/BS degree or relevant experience
• 8-10 plus years of experience
• Typically, no less than 5 - 7 years relevant experience
• Flexible for overtime as required. Vacation dependent on business needs and cycles.
• Work primarily onsite in the EY office, client or meeting site as determined.
• Must be flexible to travel

Ideally, you’ll also have

• 5+ yrs. exp supporting senior leadership level executives in large organization or firm
• Project coordination experience

As part of our Transformation Design and Execution (TDE) team, you will work with the senior leadership teams in our key accounts to structure and implement change, as well as creating the capability within our clients to drive change. You will merge your domain experience with program management knowledge to implement and embed improvements and deliver sustainable value.

Our clients are seeking and hiring a new type of Transformation Design expert – one who can integrate a background in energy with the delivery and success of their programs; someone who can talk both the language of consulting and of engineering. Our client stakeholders expect a consultant with strong engineering or process industry experience. Traditional consulting vendors often cannot provide the focused services that our energy clients now demand.

Our insights and capabilities across all portfolio levels in planning, analysis and delivery are integrated into our core offerings, differentiating our services from more traditional program management.

As a Senior Project and Program Delivery specialist, you will be at the forefront of driving business performance through transformational architecture and delivery. You will design and manage the delivery of projects and programs that align with organizational strategy, focusing on achieving desired outcomes. By providing assurance to leadership through managing timelines, costs, and quality, you will play a crucial role in our success.

Your key responsibilities

In this role, you will be responsible for contributing to the delivery of one or more processes, solutions, and/or projects. Your time will be spent on:

• Adopting new technologies and works to figure out how to incorporate into their job, and drive adoption.
• IT Governance experience – ITIL certification, release management, software development

• Defines and executes deliverables.
• Tracks deliverable completion and project status.
• Actively participates in client working sessions and may serve as a team lead.
• You will be expected to travel regularly as needed by external clients and actively participate in client working sessions daily.

Skills and attributes for success

To excel in this role, you will need a combination of skills and experience that make a significant impact. Your expertise in project and program delivery methods, including Agile and waterfall, will be essential. Additionally, you should have:

• Digital transformation experience.
• PMO skills – SAFE Agile certification, knowledge of ADO and how to structure large programs
• Defines and executes deliverables.
• Project Management: Tracks deliverable completion and project status.
• External Client - Interaction Type: Actively participates in client working sessions.
• External Client - Engagement Participation: Workstream member, may serve as a team lead.

To qualify for the role, you must have

• Education requirement: 4-year degree in Engineering, Science, Business or entrepreneurship.

• Experience: At least 2 – 5 years’ experience in the Oil & Gas industry and professional services consulting with Oil & Gas clients.
• A proficiency in technical skills that are crucial for project and program delivery.
• An ability to manage change effectively and adapt to evolving business needs.
• In-depth knowledge in your sector, providing you with the expertise to navigate industry-specific challenges.
• A strategic mindset, with the ability to plan while delivering current projects.
• Familiarity with both hybrid and waterfall delivery methodologies, as well as iterative delivery approaches.
• Skills in structuring programs, mobilizing program teams, and utilizing project and portfolio management tools.
• Competence in defining and governing projects and programs, as well as managing resources, finances, and quality to deliver value.

• Data science. Has helped develop centralized data assets or products, or at least has a good grasp of data science
• PMO skills – SAFE Agile certification, knowledge of ADO and how to structure large programs.
• Entrepreneurial mindset and experiences.

Ideally, you’ll also have

• Exceptional relationship-building skills, enabling you to manage and nurture connections both within and outside the organization.
• A proven ability to earn trust and deliver value to clients, establishing yourself as a reliable and insightful partner.
• Keen commercial awareness, with the acumen to understand and navigate the business landscape effectively.
• Strong communication skills, capable of conveying complex ideas with impact and clarity.
• A talent for solving complex problems, demonstrating creativity and critical thinking in finding solutions.