Portfolio Services Manager
About The Position
The Communications & Workplace Portfolio Services Manager provides centralized communications, administrative, and local office operations support for the Division’s Arizona-based facility and PMO&O leadership team. The role is the onsite operational presence responsible for maintaining a professional, functional, and welcoming work environment while supporting leadership communications, executive meeting management, presentation development, document control, and SharePoint administration. The manager reduces administrative burden on leadership by coordinating day-to-day office operations, visitor logistics, executive communications, meeting cadences, leadership materials, and shared knowledge repositories. The role partners with the Portfolio Operations Manager, Governance & Knowledge Manager, Division Leader, IG corporate functions, building management, vendors, and visiting stakeholders to ensure the office and communications infrastructure operate reliably, professionally, and to executive-ready standards.
Requirements
- 3–6+ years of experience in office management, facility coordination, administrative operations, executive support, communications, or related administrative coordination roles.
- Strong organizational, communication, customer service, and detail-orientation skills.
- Strong proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, and Excel.
- Experience managing vendors, service providers, office operations, or administrative processes.
- Experience administering SharePoint or Microsoft Teams environments.
- Excellent written and verbal communication abilities.
- Strong attention to detail, reliability, and ability to support executive-facing work products.
Nice To Haves
- Experience supporting executive-level leadership or corporate office environments.
- Experience with shared office, co-working, office relocation, or facility build-out environments.
- Experience with brand standards, presentation design, and executive communications.
- Familiarity with managed services, professional services organizations, and the Insight Global operating model.
Responsibilities
- Manage day-to-day office operations for the Phoenix facility.
- Coordinate with building management, landlord representatives, vendors, and service providers.
- Oversee office supplies, equipment, consumables, maintenance support, and service coordination.
- Support office moves, space reconfigurations, seating coordination, conference room scheduling, and AV support.
- Coordinate shipping, receiving, mail processing, catering, and event logistics.
- Manage visitor scheduling, check-in, parking, badges, conference rooms, and onsite logistics.
- Coordinate executive visits, client meetings, and stakeholder onsite experiences.
- Maintain a professional reception and visitor experience and coordinate visitor management with leadership schedules and administrative priorities.
- Draft and distribute leadership communications and Division-wide announcements; maintain executive communication standards and support weekly, monthly, and ad hoc communications.
- Apply IG brand standards across communications, templates, and presentation materials.
- Coordinate executive, PMO&O, and Division leadership meetings, including calendars, agendas, logistics, notes, action items, follow-ups, and accountability tracking.
- Support onsite, virtual, and executive stakeholder meeting logistics and maintain meeting management procedures and standards.
- Develop, format, and maintain executive presentations and presentation templates, ensuring brand and visual alignment and executive-ready quality.
- Support presentation needs for PMO&O, the Delivery Director, and Division leadership.
- Administer Division SharePoint sites and support knowledge repository organization.
- Manage document control, version management, access controls, and governance compliance.
- Maintain communication templates, presentation libraries, SharePoint governance, document control standards, organizational charts, reference materials, distribution lists, and contact management resources.
- Provide administrative support to PMO&O and Division leadership, including executive scheduling, calendar coordination, travel coordination, and expense management.
- Serve as a local liaison to IG corporate facilities, HR, IT, marketing, and communications teams.
- Coordinate equipment provisioning for new hires and support corporate-driven office initiatives.
- Maintain office vendor relationships and facility-related budget tracking.
- Maintain office safety standards, safety equipment, and emergency preparedness procedures.
- Coordinate with building security and support facility safety and corporate compliance expectations for local facility operations.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
