Project & Communications Co-ordinator

IFS is a billion-dollar revenue company with 6000+ employees on all continents. Our leading AI technology is the backbone of our award-winning enterprise software solutions, enabling our customers to be their best when it really matters–at the Moment of Service™. Our commitment to internal AI adoption has allowed us to stay at the forefront of technological advancements, ensuring our colleagues can unlock their creativity and productivity, and our solutions are always cutting-edge.

At IFS, we’re flexible, we’re innovative, and we’re focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society’s greatest challenges, fostering a better future through our agility, collaboration, and trust.

We celebrate diversity and understand our responsibility to reflect the diverse world we work in. We are committed to promoting an inclusive workforce that fully represents the many different cultures, backgrounds, and viewpoints of our customers, our partners, and our communities. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We’re looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. With the power of our AI-driven solutions, we empower our team to change the status quo and make a real difference.

If you want to change the status quo, we’ll help you make your moment. Join Team Purple. Join IFS.

Key Responsibilities

Project Coordination & Delivery Support

• Support the planning, coordination, and execution of multiple initiatives, ensuring actions, timelines, and ownership are clearly defined and tracked.
• Maintain project plans, task trackers, and documentation to ensure visibility of progress, risks, and dependencies.
• Proactively follow up on actions and deliverables to maintain momentum.
• Prepare concise project updates, dashboards, and summaries for leadership.
• Identify risks or bottlenecks early and escalate with clear context and proposed solutions.
• Support planning sessions, workshops, and project meetings with agendas, pre-reads, and documented outcomes.
• Contribute to consistent project ways of working, templates, and reporting standards.

Internal Communications

• Draft, edit, and publish clear internal communications on behalf of leadership.
• Coordinate messaging across teams to ensure clarity, consistency, and appropriate timing.
• Gather stakeholder inputs and consolidate into concise updates.
• Manage internal communication platforms including SharePoint (“My IFS”) and Viva Engage.
• Support project and change communications.

Documentation & content Management

• Produce and maintain high-quality presentations, reports, briefings, and written communications.
• Ensure version control, quality, and adherence to brand standards.
• Support leaders with preparation of internal and selected external materials.
• Maintain organized

Meeting & Stakeholder Coordination

• Coordinate end-to-end meeting logistics.
• Prepare agendas, briefing notes, pre-reads, and follow-up summaries.
• Track actions and decisions to ensure accountability.
• Act as a coordination point for meeting-related communication.

Financial, Email, Diary and Travel Administration

• Manage diary scheduling to support effective prioritization and preparation.
• Coordinate travel arrangements, itineraries, and logistics.
• Process expenses and financial requests in line with company policies.
• Provide ad-hoc operational support to enable smooth execution of priorities.
• Deliver ad-hoc Business Support, including ownership and execution of topics or projects.

Qualifications

• Higher‑level education or equivalent experience.
• 3+ years in a similar EA / PA or Project Co-ordinator position.
• Experience in software, technology, or a global sales‑driven organisation is an advantage.
• Proven success supporting remote, global leaders across multiple time zones.
• Ability to balance multiple tasks while maintaining accuracy and timeliness.
• Flexibility to support outside normal working hours when necessary.

Personal Skills & Qualities

• Strong initiative and ability to operate with minimal supervision.
• Excellent communication and interpersonal skills with the ability to interface confidently with senior executives.
• High level of discretion and professionalism in handling confidential information.
• Curious and a quick learner, actively seeking clarity and applying new knowledge to accelerate and enhance overall role effectiveness.
• Strong problem‑solving skills and a proactive, can‑do attitude.
• Reliable, trustworthy, and detail‑oriented.
• Excellent organizational and time‑management skills, able to prioritise and work under pressure.
• Flexible, collaborative, and comfortable working both independently and as part of a team.

Technical Skills

• Expertise in Microsoft Office applications (Word, PowerPoint, Excel, Outlook).
• Confident SharePoint Administration skills. Further skills in permissions and content management, site design and architecture, and basic troubleshooting, are ideal. 
• Strong IT capability with the ability to produce reports and manage data.
• Familiarity with internal/ corporate social media and communication platforms.

We believe that coming together as a community, in person, is important for innovation, connection and fostering a sense of belonging. Our roles have the right balance of remote and in-office working to enable flexibility for managing your life along with ensuring a real connection with your colleagues and the broader IFS community.