Supervisor, Special Projects

Key Responsibilities

1. Executive Support Provide comprehensive executive administrative support to the Vice President, including:

• Calendar and meeting management

• Travel and accommodation coordination

• Preparation of agendas, presentations, reports, and executive correspondence

• Minute-taking, action tracking, follow-ups, and deadline escalation

2. Project Management, Stakeholder Coordination, and Special Projects Coordinate Real Estate projects and leadership-assigned initiatives from planning through implementation, including:

• Maintain project plans, trackers, milestones, risks, decisions, action items, and status updates

• Coordinate governance reviews, cross-functional stakeholders, meetings, communications, follow ups, and issue escalation

• Support site expansions, facility improvements, workplace transformation, sustainability, compliance, process improvement, employee engagement, business continuity, change management, and other special projects

3. Event Management Lead planning and execution of Real Estate department events, including town halls, year-end celebrations, CSR activities, leadership conferences, team building, recognition programs, meetings, and workshops.

• Develop timelines, project plans, communications, budgets, and approval documents

• Coordinate vendors, logistics, registrations, production, and attendee requirements

• Conduct post-event evaluation, closeout, and reporting

4. EMS, Compliance, Governance, and Records Management Serve as the department's EMS Document Controller and coordinate departmental compliance, governance, and records-management requirements, including:

• Maintain EMS and department repositories, master registers, document versions, review schedules, approvals, publishing, distribution, archives, and ownership transfers

• Manage SharePoint and other repository structures, file inventories, templates, trackers, reports, and records

• Track mandatory training, policy reviews, audit requirements, corrective actions, compliance records, and overdue actions

• Support internal and external audits, record retention, audit findings, and environmental compliance reporting

• Maintain compliance dashboards and prepare governance and management updates

5. Reporting and Analytics Prepare routine and ad hoc reports, including:

• Department dashboards, project status reports, action trackers, compliance reports, event reports, executive summaries, leadership presentations, and operational reports

6. Other Duties as Assigned Perform other duties, responsibilities, and special assignments that may be assigned from time to time by the Vice President, Real Estate or other authorized stakeholders, consistent with the requirements of the role and business needs.

• Provide temporary coverage or additional support for critical departmental activities, projects, events, compliance requirements, and executive priorities

• Take on emerging or unplanned assignments requiring coordination, documentation, follow-through, stakeholder engagement, or project management support

• Adapt to changes in departmental priorities, operating requirements, systems, processes, and organizational needs while maintaining accountability for assigned deliverables

Minimum Qualifications

Education

• Bachelor's Degree in Business Administration, Management, Project Management, Communications, Engineering, Facilities Management, Environmental Management, or a related field

Experience

• Minimum 3-5 years of experience in executive support, project coordination, office management, facilities administration, or related functions

• Experience supporting senior leadership, managing projects and events, and performing document control or compliance coordination preferred

• Experience supporting Facilities Management, Real Estate, or Corporate Services is an advantage

Required Skills

• Executive support and calendar management

• Project planning, tracking, risk management, and stakeholder coordination

• Event planning, logistics, vendor coordination, and budget monitoring

• Document control, version management, audit support, and compliance tracking

• Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, Forms, and Loop; Power Automate and project tracking tools preferred

• Comfortable using approved artificial intelligence (AI) tools, including Microsoft 365 Copilot where available, to efficiently and effectively carry out role expectations, improve productivity, prepare and summarize content, analyze information, and support project coordination, while observing company policies on confidentiality, data privacy, information security, accuracy, and responsible AI use

Behavioral Competencies

• Strong attention to detail and organizational discipline

• Excellent written and verbal communication

• Professionalism, discretion, confidentiality, and customer focus

• Proactive problem solving, adaptability, accountability, and urgency

• Ability to manage multiple priorities and work independently with minimal supervision