Portfolio Services Manager

Overview

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. This role serves as the onsite operational presence responsible for maintaining a professional, functional, and welcoming work environment while also supporting leadership communications, executive meeting management, presentation development, document control, and SharePoint administration.

Responsibilities

This role removes administrative burden from leadership by coordinating day-to-day office operations, visitor logistics, executive communications, meeting cadences, leadership materials, and shared knowledge repositories. The Communications & Workplace Portfolio Services Manager partners closely with the Portfolio Operations Manager, Governance & Knowledge Manager, Division Leader, IG corporate functions, building management, vendors, and visiting stakeholders to ensure the office and communication infrastructure operate reliably, professionally, and at executive-ready standards.

Office Operations & Facility Coordination 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. Visitor Management & Site 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 for the Phoenix facility.

Support visitor management in coordination with leadership schedules and administrative priorities. Leadership Communications Draft and distribute leadership communications and Division-wide announcements. Maintain executive communication standards across recurring and ad hoc communications. Support cadence-based communications, including weekly and monthly updates.

Apply IG brand standards across communications, templates, and presentation materials. Executive Meeting Management Coordinate executive, PMO&O, and Division leadership meetings. Manage calendars, agendas, meeting logistics, notes, action items, follow-ups, and accountability tracking. Support meeting logistics for onsite, virtual, and executive stakeholder sessions.

Maintain meeting management procedures and standards. Presentation & Executive Material Support Develop, format, and maintain executive presentations. Maintain presentation templates and ensure alignment with brand and visual standards. Support PMO&O, Delivery Director, and Division leadership presentation needs. Ensure presentation materials are visually consistent, professionally formatted, and executive-ready.

SharePoint, Document Control & Administrative Systems 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, and document control standards.

Maintain organizational charts, reference materials, distribution lists, and contact management resources. Administrative Support & Corporate Function Coordination Provide administrative support to PMO&O leadership and Division leadership. Support 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. Safety, Security & Compliance Maintain office safety standards, safety equipment, and emergency preparedness procedures.

Coordinate with building security and support facility safety compliance. Maintain corporate compliance expectations for local facility operations.

Qualifications

Required Qualifications 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.

Preferred Qualifications

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.

This role removes administrative burden from leadership by coordinating day-to-day office operations, visitor logistics, executive communications, meeting cadences, leadership materials, and shared knowledge repositories. The Communications & Workplace Portfolio Services Manager partners closely with the Portfolio Operations Manager, Governance & Knowledge Manager, Division Leader, IG corporate functions, building management, vendors, and visiting stakeholders to ensure the office and communication infrastructure operate reliably, professionally, and at executive-ready standards.

Office Operations & Facility Coordination 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. Visitor Management & Site 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 for the Phoenix facility.

Support visitor management in coordination with leadership schedules and administrative priorities. Leadership Communications Draft and distribute leadership communications and Division-wide announcements. Maintain executive communication standards across recurring and ad hoc communications. Support cadence-based communications, including weekly and monthly updates.

Apply IG brand standards across communications, templates, and presentation materials. Executive Meeting Management Coordinate executive, PMO&O, and Division leadership meetings. Manage calendars, agendas, meeting logistics, notes, action items, follow-ups, and accountability tracking. Support meeting logistics for onsite, virtual, and executive stakeholder sessions.

Maintain meeting management procedures and standards. Presentation & Executive Material Support Develop, format, and maintain executive presentations. Maintain presentation templates and ensure alignment with brand and visual standards. Support PMO&O, Delivery Director, and Division leadership presentation needs. Ensure presentation materials are visually consistent, professionally formatted, and executive-ready.

SharePoint, Document Control & Administrative Systems 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, and document control standards.

Maintain organizational charts, reference materials, distribution lists, and contact management resources. Administrative Support & Corporate Function Coordination Provide administrative support to PMO&O leadership and Division leadership. Support 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. Safety, Security & Compliance Maintain office safety standards, safety equipment, and emergency preparedness procedures.

Coordinate with building security and support facility safety compliance. Maintain corporate compliance expectations for local facility operations. Required Qualifications 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.

Preferred Qualifications

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.