AI Program Coordinator

Garda is looking to hire an AI Program Coordinator in its Research & Technology (R&T) group, reporting directly to the AI Lead. This role is the operational backbone of the firm’s AI initiative, responsible for ensuring that projects, stakeholders, vendors, and governance processes move forward with clarity and discipline.

The ideal candidate will be proactive, detail-oriented, and comfortable working across technical and business teams in a fast-paced environment. This position offers an opportunity to contribute to a high-impact, evolving program at the firm.

Primary responsibilities for the role include:

• Project Coordination: Own and maintain project trackers and status updates across AI workstreams. Prepare meeting agendas, capture action items, and follow up on deliverables. Coordinate between R&T, Infrastructure, Data, Compliance, and business teams.
• Communication Support: Plan and draft internal updates and monthly AI newsletter. Prepare materials for senior committee meetings. Serve as a central point of truth for AI program information by maintaining AI program documentation and internal knowledge base.
• Vendor Coordination: Act as the primary operational interface for AI vendors, including scheduling, onboarding coordination, and ongoing communication. Track vendor contracts, costs, and renewal dates. Coordinate cross-functional vendor reviews. Support trials and evaluations by identifying users, gathering feedback, and synthesizing learnings.
• AI Champions Program Support: Schedule Champions meetings. Track program membership and engagement. Plan and execute Champions events and working sessions across offices.
• User Support: Provide first-line support for AI-related questions. Triage requests and route to appropriate resources or Champions. Track recurring issues and user feedback to inform training, documentation, and tooling improvements.
• License Administration: Maintain AI tool user access. Monitor inactive users and coordinate with Infrastructure on offboarding. Process new user requests according to established policies.
• Event Coordination: Support logistics for AI events across offices, including multi-office roadshows and gatherings.
• Administrative Support: Maintain AI project request queue. Organize information to support decision-making by AI Lead. Keep documentation and processes up to date as the program scales.

What success looks like:

• Stakeholders have clear visibility into what is happening across the AI program and what is coming next.
• Requests, vendors, and initiatives move through governance and delivery pipelines with minimal friction.
• Documentation is current, usable, and trusted.
• The AI Lead and working groups spend time making decisions rather than chasing information.

Qualifications & Desired Skills

• Experience: Minimum 3+ years’ experience in project coordination, program operations, business analysis, or similar roles. Experience working in technology, financial services, or data-focused environments is preferred.
• Skills:
• Strong organizational and project tracking abilities; comfortable managing multiple concurrent workstreams.
• Excellent written and verbal communication skills.
• Able to collaborate effectively with both technical and non-technical stakeholders.
• Proactive, detail-oriented, and able to manage priorities in a fast-paced environment.
• Familiarity with collaboration tools (Notion, Confluence, Jira, or similar) is a plus.
• Education: Bachelor’s degree in STEM, Business, Economics, or a related field preferred.
• Coursework or familiarity with AI/ML concepts is a plus but not required.

Why This Role Matters

This role sits at the center of a high-visibility, firm-wide initiative. It offers exposure to senior decision-makers, cutting-edge technology efforts, and the opportunity to shape how AI is operationalized across an investment firm.