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.