Planning & Project Manager

Title: Planning & Project Manager

Department: Global Talent Bridge

Salary: $76K - $81K CAD

Location: Remote (Candidates based in British Columbia, Alberta, Manitoba, Saskatchewan, Ontario, Nova Scotia or willing to relocate)

Reporting to:  Senior Director, Strategic Partnership

Description:  

World Education Services is seeking a Manager, Projects and Operations, to drive operational excellence and manage special projects for the GTB Team. The focus will be on project management, workplan development, resource planning, and operational support, including event coordination and process design.

Reporting to the Senior Director, Strategic Partnership, the Manager, Projects and Operations will work with internal teams and external stakeholders to execute the GTB team’s mandate. This role is pivotal in ensuring seamless integration and collaboration across various stakeholders, supporting budgeting, intra- and inter-departmental planning, operational initiatives, program evaluation, and resource allocation.

The Manager, Projects and Operations will be a resource to the team with knowledge and insight into the operations of the Global Talent Bridge Department (GTB), the larger Social Impact Division, and the work WES does towards the economic mobility of immigrants, refugees and international students.

Responsibilities  

1) Project Management

•  Manage workplan development, resource planning processes, presentation preparation, reporting, and general project management.
•  Optimize project planning for GTB and Partner events, streamlining workflows, and ensuring collaboration and alignment across stakeholders.
•  Manage large projects over an extended timeline (months) and provide logistical and administrative support, through things like group meeting scheduling, material preparation or note-taking or drafting communications such as emails, PowerPoint decks, infographics, and agendas for key stakeholder meetings.
•  Provide project management and coordination, including setting up and managing internal collaboration platforms (i.e., Confluence) that allow our remote and distributed team to work efficiently and often asynchronously.
•  Support stakeholder communications management, including using email (Outlook), instant messaging (Teams) and other tools to ensure people have access to the right information and materials for collaboration.

2) Departmental Planning

•  Manage departmental annual planning and strategic planning processes ensuring alignment with division and enterprise strategic plans and social impact goals, while maximizing efficiency and effectiveness of departmental activities
•  Manage the department’s preparation in various processes, such as annual and quarterly departmental reviews, quarterly Board meetings, and annual priority setting, performance monitoring, and budget-setting.
•  Manage departmental reporting processes and tools including collaboration with the team to identify key indicators, data collection, sensemaking and developing reports.
•  Manage logistics and planning for events and meetings (e.g., internal - staff meetings and retreats, external - such as workshops, partner events, virtual events, conferences), including preparing materials and speaking notes, managing registration processes, organizing evaluation and post-event follow-up, creating bookings, and processing reimbursements.
•  Monitor, track, and summarize budgets for the department.
•  Develop and maintain contracts with consultants/vendors, membership and subscription renewals, and licensing requirements (e.g. SFDC and Tableau).
•  Manage the general mailbox, triaging requests.

3) Facilitate Team and Leadership Effectiveness

•  Collaborate closely with internal teams and external stakeholders to develop and implement systems, processes and tools for coordination across departmental sub-teams, and division and enterprise teams, as needed.
•  Identify opportunities for process optimization and new tools, such as trackers, overview presentations, proposals, budgets and partnership agreements.
•  Provide support and research to leadership on department strategy, enhancing team efficiency and effectiveness, and inter-departmental activities.
•  Participate in high-priority meetings with senior leaders, including external speaking events, discussions on strategic initiatives, and internal staff meetings, ensuring thorough preparation, tracking discussions, and facilitating follow-up actions, including Salesforce reporting.
•  Assist senior staff in their roles, including supporting with planning, scheduling, drafting and formatting presentations and documents, and preparing reports.
•  Represent GTB across cross-departmental initiatives (e.g., strategy working groups, information sharing groups) and provide advice and coordination support where needed.
•  Manage calendars for meetings, programs, and activities, ensuring outcomes are captured.
•  Undertake special projects in areas such as research, planning and operations, and programs, as required.
• Other duties and responsibilities as assigned.

Requirements: 

•  3+ years of relevant operational and project management work experience.
•  Understanding of issues related to workforce development, immigration, refugee resettlement, economic development, and/or social sector consulting is an asset.
•  Lived and/or learned insight into the opportunities and challenges experienced by immigrant and refugee communities.
•  A bachelor’s degree in a related field such as business administration, non-profit management, public policy, international relations, or other relevant degree.
•  Ability to exercise independent judgment and thrive under pressure, demonstrating resilience and a strong sense of ownership.
•  Exceptional organizational skills, with a keen eye for detail and efficiency in planning and executing diverse tasks and projects concurrently.
•  Proven track record as an exceptional project manager, adept at delivering high-quality work in fast-paced environments, providing regular updates to leaders, and adeptly handling dynamic priorities.
•  Strong verbal and written communication skills, capable of conveying complex information to stakeholders in compelling formats, including through PowerPoint presentations.
•  Demonstrated critical thinking, planning, and analytical skills, enabling the assessment of complex problems, identification of strategic tradeoffs, and application of insights in broader contexts.
•  Ability to build informal working relationships, quickly establish credibility in new areas of work, and mobilize people at all levels towards collaborative goals,
•  Commitment to maintaining confidentiality and discretion when handling sensitive information.
•  Strong command of technology tools, including Microsoft Office suite (especially Word, Excel, PowerPoint, and OneDrive), Salesforce or other CRM systems, and Google Apps / G Suite.

Desired

•  Excitement about WES' mission, GTB's impact goals, and advancing equity, inclusion, and diversity.
•  Comfort with rapidly changing, ambiguous contexts and an ability to help craft a clear path forward in these environments.
•  Entrepreneurial mindset to generate new approaches, spot opportunities, and initiate action.
•  Deep-rooted intellectual curiosity and an openness to diverse ideas and perspectives.
•  Ability to thrive in an environment that values transparency, collaboration, and a learning orientation.
•  "Can-do" attitude and willingness to stretch up and down in role as department needs evolve.

Our Commitment

At World Education Services, we're committed to fostering an inclusive workplace that reflects the rich tapestry of our communities, both in the US and Canada. This commitment is underscored by our unwavering dedication to providing equal opportunities to all qualified individuals, regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, veteran status, or genetics. This commitment extends to every aspect of employment, from recruitment and hiring to promotions, training, and benefits. We comply with all applicable federal, state, and local anti-discrimination laws. For us, diversity goes beyond compliance – it's about embracing unique perspectives and cultivating an environment where everyone feels valued and empowered to reach their full potential.

If you require an accommodation to participate in the application process due to a disability, please know that we're here to support you. Our Talent Acquisition team is happy to work with you to find solutions that meet your needs.