Portfolio Services Manager

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.

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.

• 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 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…