Trust.Project Coordinator

Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $3 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs. 

For more information about Citco, please visit www.citco.com 

About the Team & Business Line: 

For over 75 years Citco has developed an ethos of service excellence and partnership in corporate fiduciary and administration that our clients rely upon. Through our global office network we provide a full suite of corporate administrative services to set up, administer and maintain corporate entities throughout their life cycle.

Working with our Governance Services team, you will work with multinationals, corporates and private clients to provide critical support that helps them meet the increasing regulatory and compliance requirements that shape the industry. 

The Project Coordinator provides ongoing project coordination and executive administrative support to the Citco Corporate Solutions (“C2S”) Project Management Office (“C2S PMO”) and C2S Management Team (“C2S MT”). Working alongside the C2S PMO and C2S MT, the role coordinates a range of initiatives and projects across C2S, while supporting the management team with calendar management, scheduling, meetings and stakeholder communications.

Within C2S, the Project Coordinator works closely with the PMO and Operations Support teams. The role also acts as an executive assistant to the C2S Management Team by coordinating meetings, tracking action items and follow-ups, arranging travel logistics, and ensuring timely and professional communication with internal and external stakeholders.

The Project Coordinator reports to the Project Manager and is expected to use available technology, including AI-enabled tools, to improve efficiency, productivity and the quality of support provided.

Your Responsibilities: 

• Support the Project Manager with the end-to-end execution of the assigned projects by:

• Assisting with the definition of the project plan, ensuring objective and scope of project is clear, information is gathered from appropriate stakeholders and sign-off is obtained;

• Facilitating regular meetings with the project team members and Stakeholders to provide updates, address issues and ensure alignment;

• Tracking the project tasks, dependencies and overall progress against defined milestones using Confluence;

• Identifying and addressing risks or roadblocks to keep the project on track, and/or escalating to the Project Manager and Stakeholders when necessary;

• Maintaining up-to-date project documentation in Confluence, including meeting minutes, action items, etc., and ensuring accessibility to the project team and Stakeholders;

• Preparing regular status reports and/or presentations to the Stakeholders;

• Administration and user access management of Confluence; 

• Providing executive administrative support to the C2S Management Team, including proactive calendar management, scheduling and prioritization of appointments;

• Coordinating management meetings, including preparing agendas and materials, organizing logistics, recording minutes and circulating outputs in a timely manner;

• Tracking management-team decisions, action items and follow-ups, and supporting owners to complete agreed actions by the required deadlines;

• Coordinating professional and timely communications with internal and external stakeholders on behalf of the C2S Management Team;

• Arranging and managing domestic and international travel logistics, including itineraries, bookings and supporting documentation;

• Using available technology, including AI-enabled tools, to streamline administrative processes, improve productivity and enhance the quality of project and management support;

• Handling any other duties as assigned by the Project Manager or C2S Management Team.

• Bachelor’s Degree in Sciences, Accounting or equivalent.

• A self-starter who can demonstrate taking initiative and ownership in current role.

• Have effective planning and organizational experience to set priorities and coordinate projects to meet deadlines in a fast-paced environment.

• Organizational skills – ability to manage several sub-projects in parallel, keeping matters organized and prioritized. 

• Advanced MS Office suite skills.

• Experience with Project Management tools, desired.

• High level of accuracy and attention to detail.

• Flexible to work with different time zones.

• Excellent English communication skills (both written and verbal)

• Experience providing executive or senior-level administrative support.

• You exercise sound judgement, discretion and confidentiality when handling sensitive information and management matters.

• You are comfortable adopting new technology, including AI-enabled tools, to streamline processes and improve efficiency and productivity.

• ‘Change’ mentality.

• ‘Getting things done’ mentality.

• ‘Thinking outside the box’ mentality.

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location. 

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.