Key Responsibilities and Required Skills for Knowledge Director Assistant

🎯 Role Definition

Welcome! We're looking for a proactive and detail-oriented Knowledge Director Assistant to join our team. This isn't just a typical administrative role; it's a unique opportunity to be the right-hand support for our Knowledge Director. You will play a pivotal part in the function of our Knowledge Management (KM) department, acting as the central hub for projects, content, and communications. You'll be instrumental in helping us capture, organize, share, and leverage our company's collective intelligence. This position is the bridge between high-level KM strategy and day-to-day operational execution, offering significant exposure to the inner workings of corporate knowledge strategy.

📈 Career Progression

Typical Career Path

Entry Point From:

Executive or Administrative Assistant
Project Coordinator
Library Assistant or Information professional
Recent graduate with a focus on Information Science or Communications

Advancement To:

Knowledge Management Specialist
Content Strategist
Junior Project Manager (KM or IT)
Knowledge Manager

Lateral Moves:

Communications Coordinator
Junior Business Analyst
Training & Development Coordinator

Core Responsibilities

Primary Functions

Provide comprehensive administrative and project management support to the Knowledge Director, including complex calendar management, travel coordination, and expense reporting.
Act as the primary gatekeeper and point of contact for the Knowledge Director, triaging requests and managing stakeholder communications with professionalism and discretion.
Prepare and edit correspondence, presentations, and reports, ensuring all materials are polished, on-brand, and effectively communicate key messages for internal and external audiences.
Coordinate and schedule all meetings for the KM department, including project kick-offs, steering committee updates, and team working sessions, and manage all related logistics.
Take detailed, accurate minutes during key KM meetings, capturing action items and decisions, and ensure timely distribution and follow-up with relevant stakeholders.
Assist in the planning and execution of KM-related events, workshops, and training sessions, from coordinating logistics to preparing materials and gathering participant feedback.
Maintain and update content on the company's intranet portal and other knowledge-sharing platforms (e.g., SharePoint, Confluence), ensuring information is current, accurate, and easy to find.
Support the lifecycle of knowledge assets by assisting with the collection, classification, and tagging of documents, best practices, and case studies according to a defined taxonomy.
Conduct regular audits of knowledge repositories to identify outdated or redundant content, and work with content owners to archive or update materials.
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Liaise with various departments (such as IT, HR, Marketing, and Legal) to facilitate cross-functional collaboration on knowledge-sharing initiatives and projects.
Help onboard new users to KM tools and platforms, providing basic training, troubleshooting user-level issues, and escalating technical problems to the appropriate IT support teams.
Monitor and gather analytics and usage data from knowledge systems, and assist in compiling regular reports on key performance indicators (KPIs) to measure the impact of KM initiatives.
Assist in the development and maintenance of the firm's expertise locator system, ensuring employee profiles and skill sets are accurately documented and updated.
Conduct preliminary research on best practices, emerging trends, and new technologies in the knowledge management space to support strategic planning.
Manage the KM department's budget, including tracking invoices, processing payments, and assisting the Director with annual budget preparation and forecasting.
Format and proofread a wide range of knowledge content, from internal news articles to formal policy documents, ensuring consistency in style, tone, and grammar.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to uncover insights about content usage, search behavior, and user engagement.
Contribute to the organization's data strategy and roadmap by providing user-level feedback and identifying opportunities for improving our knowledge systems.
Collaborate with business units to translate data needs and user feedback into clear, actionable engineering requirements for our technology teams.
Participate in sprint planning and agile ceremonies within the data engineering and IT teams, representing the user perspective and the KM department's priorities.
Assist in testing new features and functionality on KM platforms, providing structured feedback and documenting any bugs or usability issues.
Help manage subscriptions and relationships with external information providers and vendors, ensuring our team has access to the resources they need.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft 365 Mastery: Advanced proficiency in the M365 suite, particularly SharePoint for site administration and content management, Teams for collaboration, and expert-level skills in PowerPoint, Word, and Excel for creating reports and presentations.
Content Management Systems (CMS): Hands-on experience with at least one enterprise-level CMS or intranet platform (e.g., SharePoint, Confluence, etc.), including publishing workflows, permissions, and basic site configuration.
Basic Data Analysis: Ability to work with datasets in Excel or other tools to create pivot tables, charts, and dashboards to report on system usage and engagement metrics.
Project Coordination Tools: Familiarity with project management or task-tracking software such as Asana, Trello, Jira, or Microsoft Planner to monitor tasks and deadlines.
Taxonomy and Tagging: A foundational understanding of information architecture concepts, including the practical application of metadata, taxonomies, and tagging to improve content findability.

Soft Skills

Exceptional Organization & Time Management: A natural ability to multitask, prioritize a dynamic workload, and manage competing deadlines without sacrificing quality. You thrive on bringing order to chaos.
Proactive & Takes Initiative: You don't wait to be told what to do. You anticipate the needs of the Director and the team, identify potential problems, and propose solutions independently.
Impeccable Attention to Detail: A passion for accuracy and quality, whether proofreading a high-stakes presentation, scheduling a complex meeting, or organizing a digital file repository.
Superior Communication Skills: Excellent written and verbal communication, with the ability to articulate information clearly and professionally to a diverse range of stakeholders, from senior leaders to end-users.
Discretion and Confidentiality: Proven ability to handle sensitive business information and communications with the utmost integrity and confidentiality.
Collaborative Spirit: A true team player who enjoys working with others and is skilled at building positive, productive relationships across different departments and seniority levels.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree or equivalent practical experience in a related field.

Preferred Education:

Master’s Degree in Information Science, Library Science, or Knowledge Management.

Relevant Fields of Study:

Information Science / Library Science
Business Administration
Communications
Project Management

Experience Requirements

Typical Experience Range:

2-5 years of experience in an administrative, project coordination, or knowledge support role.

Preferred:

Direct experience in a corporate, legal, or professional services environment, supporting a senior leader or a knowledge management/information services function is highly desirable. We are especially interested in candidates who can demonstrate a genuine curiosity for how organizations create and share knowledge.