Project Engagement Manager, Business Roundtables

Position SummaryThe Project Engagement Manager to the Director of the Mayor’s Business Roundtables provides both programmatic management and high-level administrative support to ensure the success of this citywide initiative. This position is responsible for coordinating the planning, execution, and follow-up of roundtable activities, while also managing the Director’s schedule, communications, and stakeholder engagement. The role requires a proactive, detail-oriented professional who can balance program coordination with executive-level support in a fast-paced, high-impact environment.Essential FunctionsAssist with overseeing the day-to-day coordination of the Mayor’s Business Roundtables, ensuring that all initiatives, meetings, and deliverables are executed on time and aligned with program goals.Manage timelines, track action items, and monitor progress toward objectives, escalating issues and recommending solutions as needed.Collaborate with internal departments, advisory committees, and external stakeholders to ensure program outcomes are achieved.Collect and analyze data for dashboards, reports, and performance measures; prepare summaries to support the Director’s decision-making.Lead or assist with special projects, including research, cross-departmental initiatives, and program expansion efforts.Manage the Director’s calendar, ensuring efficient scheduling, prioritization of commitments, and resolution of conflicts.Serve as the primary point of contact between the Director and roundtable members, committee members, city officials, and external stakeholders.Draft, edit, and distribute professional correspondence, agendas, reports, and meeting notes.Prepare briefing materials, presentations, and other documentation in support of executive meetings and program initiatives.Handle confidential information with discretion, supporting the Director in sensitive matters as needed.Coordinate logistics for monthly roundtable meetings, quarterly executive and advisory committee sessions, and other events.Ensure venues, technology platforms, and materials are prepared in advance for smooth hybrid (in-person and virtual) participation.Track follow-up assignments from meetings and ensure accountability for deliverables.Stakeholder Engagement & CommunicationAct as a liaison with roundtable members, business leaders, city officials, and community partners.Maintain responsive communication channels, ensuring stakeholders are informed and engaged.Support strategic messaging by preparing talking points, reports, and presentations for leadership.And other duties as assigned.Required Competencies, Knowledge, Skills, and AbilitiesKnowledge of:Community engagement practices and approaches to working with diverse stakeholders.Principles of program coordination and evaluation within government, nonprofit, or community-based settings.Meeting and event planning logistics, including hybrid (in-person/virtual) coordination.Office administration procedures, scheduling, and recordkeeping.Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual platforms (Zoom, Teams).Standards of professionalism, confidentiality, and customer service in supporting executive leadership.Skills in:Building and maintaining strong working relationships with community leaders, roundtable members, city officials, and partner organizations.Facilitating community-based meetings, preparing agendas, and documenting action items and outcomes.Organizing, prioritizing, and coordinating multiple tasks, events, and projects at once.Drafting and preparing professional correspondence, reports, and briefing materials.Communicating effectively with stakeholders, both verbally and in writing, in a clear and culturally competent manner.Supporting outreach, program communications, and stakeholder follow-up.Coordinating travel, schedules, and logistics for executive leadership.Ability to:Represent the Mayor’s Office and the Director of the Business Roundtables with professionalism, diplomacy, and cultural sensitivity.Adapt quickly to changing priorities and emerging community or program needs.Balance programmatic responsibilities with administrative support in a fast-paced environment.Exercise initiative, discretion, and sound judgment when handling sensitive matters.Work collaboratively across departments and with external partners to advance program goals.Support program monitoring by gathering, organizing, and maintaining accurate records and data.Provide responsive customer service as a primary point of contact for stakeholders and the public.