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Executive Management Office / Chief of Staff (SKILLS REQUIRED (:warning:To…
Executive Management Office / Chief of Staff
RESPONSIBILITIES: making sure that Chief odf Staff and managers of Staff Office will receive right level of support in all activities
:check:Managing team of 2 office support specialists:check:
Defining certain tasks and identifying owners and ETA / completion date
Maintaining team task log and following up on open tasks and closing them
Driving process definition and documentation efforts - meeting with process owners to obtain process information
Preparing work instructions, process flow charts
Preparing process instructions, induction documents and delivering and recording trainings and publishing them
Owning and updating portfolio team trainings and documentation page
Taking care of process and data quality within the team
:check:
Executive status summary and pack preparation for top-managers
:check:
Preparing and delivering monthly metrics review meeting for PM managers and directors (PM director and financial solutions system architecture director)
:check:
Gathering data from different teams
:check:
Collecting data for monthly portfolio report:
database of relationally connected SharePoint tables: information on projects, their dashboards (health), issues and escalations and milestones and project teams and their time tracking
inputs from other people, e.g. sizing lead manually collecting sizing inputs or lack of those and passing sizing on time rate to myself
looking at other reports, e.g. pm tracker report and taking offending PMs count or SME view report flash and actuals information from there
consolidating KPIs into one report, commenting on with analytical insights
drawing conclusions, recommendations and taking proactive action on addressing low KPIs and improving results
:check:
Reporting on all activities related to staff (headcount, finance, KPIs, etc.)
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Extracting and delivering ad hoc FTE time tracking, staffing and capacity reports from system
:check:
Tracking of numbers which show office performance against approved KPIs
:check:
Currently running monthly portfolio metrics report
tracking performance of portfolio of projects (50 to 200 active projects at a time, performance of portfolio team and project managers, e.g.:
% of projects escalated, project dashboards completed on time, project team time tracking completed on time, project team FTE variance - flash vs. actuals discrepancy, process teams sized on time, projects ramped on time or system tickets closed on time
publishing and distributing the report,
Running and publishing bi-weekly project dashboard exception and pm tracker reports aming to make sure project managers complete project dashboards, issues and escalations and milestones pages in a correct and timely manner
Running and publishing monthly time tracking / FTE accuracy reports along with SME exception tracker aimed at making sure project managers report their project team's flash and actuals as accurate as possible and SMEs report their actuals and forecast accurately and on time
Experience running and publishing SLA reports at IBM
running regular and ad-hoc social media reports at C&A - being chief analyst for all C&A's social media presence / accounts
measuring results of different marketing campaigns and social media actions and efforts on number of social media (fans) and their brand engagement
:check:
Chasing teams to get the things done (mandatory trainings, time-booking, etc.)
:check:
Following up on PMs to maintain their project data up to date and in line with data quality standards
Following up with process team managers to support project members assignments on time
Following up with portfolio team members to make sure parts of system and processes are up to certain standards - ensuring system and portfolio internal clients superb experience
SKILLS REQUIRED
:warning:Strong communication skills:warning:
4 years working as face 2 face and virtual technical trainer:
HAVE TO BE AN EXCELLENT COMMUNICATOR TO KEEP PEOPLE ENGAGED AND TO MAKE THEM UNDERSTAND AND FOLLOW AND LEARN
4 years working as communication expert, community manager, MOC expert at Nokia Siemens, C&A and HPE
Communicating with L5s, L4s and L3s on a daily basis at HPE
:warning:Exceptional MS Office skills (Excel, PowerPoint):warning:
working as PowerPoint design specialist at Credit Suisse
preparing and delivering SLA reports in Excel and Word to PDF at IBM
preparing and delivering trainings - with the use of slides in the theoretical part of the trainings - at Nokia Siemens Networks
designing PowerPoint decks for trainings as well as training instructions at HPE
crafting professional process instructions in Word
documenting process flows using MS Visio process flow diagrams
Preparing Excel ad-hoc, bi-weekly and monthly reports based on Excel SharePoint extracts or extracting raw data using SQL queries in Access
Building data models in Excel - connecting data from different data sets using SharePoint extracts in Excel connected via unique identifiers and combining them using lookups and formulas, Excel 2013 built in data model feature that allows you to create pivots combining different data sets or Excel PowerPivot add-in
:warning:
To be able to influence people without being a manager for them
:warning:
Working with process team managers and FIN PM managers to get SMEs and FIN PMs working on projects - to get them on-time for planned project launch, even in FTE scarcity reality due to ongoing split / demerger operations
Working in remote / virtual team with a lot of dependencies between each other I have to be able to influence my peers so that things get done
Taking initiative to certain development efforts, documenting processes within my team as well as influencing co-workers to make sure team tasks are acted on and delivered all the way through
Being able to drive certain actions even in times of conflict or when certain employees are messy or negligent towards committed to tasks and processes
Being proactive and able not only to see issues but to see solutions and drive those solutions without active engagement of team manager
:warning:Ability to work under pressure:warning:
Managing own task queue as well as the task queue of the team
Interested in issues of workplace productivity
Due to the fact that I am responsible for ticket support, email IM and calls queries support as well as the sole owner of and the person delivering technical trainings - 600 people in my organization know me, have direct access to me and rely on my support on any portfolio system and process - related queries and issues
On top of that I am responsible for launching projects in a scarcity of resources / FTEs reality, where I have to work with line managers and FIN PM managers to get projects setup, teams assembled and PMs assembled on projects so we can launch them on time
:warning:
Experience in large commercial organizations
:warning:
Experience working for 5 international commercial organisations in Poland and Germany:
Credit Suisse
IBM and
Nokia Siemens shared services centres in Poland
C&A headquarters in Duesseldorf and
HPE shared services centre in Wrocław
:warning:
CIO / CEO / CFO office support experience - nice to have
:warning:
Working at portfolio team - supporting line managers, PM managers and project management director and financial solutions system architecture director with ad-hoc requests and reporting / analyses
Creating and owning team PDLs as well as managing system accesses for 600 people and different user roles at financial solutions system architecture team
Supporting communication for GFSA, documenting portfolio processes, being single POC for portfolio management system and portfolio processes for the 600 people big team
:warning:Experience working enterprise level tools:warning:
Working with / administrating and training users on SharePoint 2013 Business Intelligence - based backend-frontend Finance Portfolio Management system:
Administrating project and resource management / time tracking data in SharePoint backend
Updating SharePoint frontend (html pages)
Extracting regular and ad-hoc reporting - project dashboard reports, time tracking and FTE variance reporting or portfolio-level operational metrics / KPIs
Asessing and working with multiple Software as s Service type of reporting tools as digital communications / social media reporting analyst
Delivering face-2-face technical trainings on NSN
charge@once
- Nokia Siemens developed converged charged and billing solution - hundreds of thousand euro worth system allowing telco operators to manage, charge and bill telco services:
http://www.nokia.com/en_int/news/releases/2009/02/11/nokia-siemens-networks-bridges-the-gap-between-prepaid-and-postpaid
:warning:Fluent English - written and verbal :warning:
Preparing and delivering week long technical trainings for NSN customers in NSN training centre in Berlin as well as on customer sites - India and Croatia
Preparing and executing technical trainings virtually at HP / HPE
:warning:
German - nice to have
:warning:
Life is all about growth and development:
eager to have the opportunity and to challenge myself to start using German again
:warning:
Excellent attention to details, accuracy and analytical mindset
:warning:
RAPID framework at HP:
Reliable Reports,
Analytical Insights,
Proactive Problem Solving,
Influence Outcomes and
Driving Decisions
in out team we are pushed by our manager to go up the rapid chain - making sure we are gathering and processing reliable data - providing reliable reports, learning how we can look at them and make analytical insights based on them, next how we can use that insight to address problems, influence outcomes and drive decisions.
Learned attention to details while working as PowerPoint design specialist at Credit Suisse and reporting coordinator at IBM
Honed that when working as digital communication manager - community / social media manager for C&A in Duesseldorf as well as communication and MOC and training expert at HPE
At current job I assume a role of a kind of guardian of system experience, process and data quality
Sophie Johnson
Prince 2 certification
Track record of strong academic performance
IT / tech background
C language programming
SharePoint development
Software development /
Scrum project management
QUESTIONS
How many employees does Group Technology represents
What teams fall under the group?
How would you describe your management style?
How would you describe a perfect candidate for the role?
Will the person recruit the two people mentioned?
What's to be achieved in first 30 to 90 days in the role?
How would you describe organisational culture at UBS? What surprised you positively and what disappointed you in regards to working culture in Zurich in comparison of that in London City?
What's to be achieved within first year on the job?
How my performance and performance of the new team will be measured?
What are the propotions between operational and line management tasks within the role?
What will be the biggest challenge on this role?
How Technology Group's job connects to UBS organisation's mission and goals?
What crucial technical skill should the best person for this job have?
Studied in England
STRENGTHS & WEAKNESSES
Weaknesses
Drinking too many coffees
Direct communicating style
Struggling with keeping healthy habits when too much work / overtime
Strengths
UBS
Similar to that of Credit Suisse bank: global banking organization with wealth and asset management divisions as well as private and corporate and investment banking divisions
60 000 employees around the globe
Headquarter in Zurich with offices in 54 countries
MOTIVATION
Why change?
Going to reach three years mark at HPE soon - notice period is going to change from 1 to 3 months per Polish worker's law
There are perspectives to grow within company from responsibilities perspective, but not so much within the company hierarchy due to constant organisational changes
Constant state of change and chaos, many people leaving
I do not have to change job necessarily, so I am applying to very few positions that catch my interest on the job market
My reasoning when thinking about changing the job, outside of financial incentive, which might not sound very lofty but is important to everyone nevertheless is
**to be able, when thinking about a job change, to look at this change from a long term - in that case 5 year's perspective and to see where that job will take me:
I AM LOOKING FOR A JOB THAT WILL ACCELERATE MY CAREER PATH IN COUPLE OF YEAR'S TIME **
In many ways this job is an extension of a job and responsibilities I am currently responsible for
Opportunity to recruit and formally be responsible for a team
Opportunity to speak German professionally is a plus
MANAGEMENT EXPERIENCE
Management Bachelor and Master Engineer degrees
Business Coaching post-graduate degree
Since July / August last year portfolio team line manager has been engaged in leading operations in regards to HPE Enterprise Services division buyout by Computer Sciences Corporation
I have been named as a team leader for the time of this organisational change, until March / April when our boss is going to take back charge over the team
Leading team huddle meetings
Tracking team tasks and following up on them
Making sure all processes documentation and Business Continuity Plan is in place for the team
Driving certain system and process implementations based on management's requests
Gathering and consolidating monthly portfolio metrics report, delivering the report and leading monthly review meeting - establishing key takeaways / actions to drive metrics improvements across Global Financial Solutions System Architecture team