Description

Key Responsibilities

1. Meeting & Communication Support

• Coordinate and schedule meetings, workshops, and stakeholder sessions
• Prepare agendas, pre-reads, and meeting materials
• Capture detailed meeting minutes, including decisions, risks, and action items
• Distribute notes and follow up with owners to track progress

2. Deliverables & Quality Assurance

• Review and proofread project deliverables (presentations, documents, datasets)
• Ensure materials are accurate, complete, and executive-ready
• Verify alignment with PMO standards, templates, and formatting guidelines
• Track revisions and ensure final outputs are error-free

3. Project Coordination

• Maintain project plans, RAID logs, status trackers, and action registers
• Support risk and issue tracking, escalating when necessary
• Coordinate across cross-functional teams, vendors, and stakeholders
• Assist with onboarding resources and access requirements

4. Reporting & Documentation

• Support weekly/monthly status reporting and dashboards
• Consolidate updates and validate information accuracy
• Maintain structured and organized documentation repositories (e.g., SharePoint, Teams, Confluence)

5. Process & Continuous Improvement

• Contribute to PMO standards, templates, and best practices
• Identify opportunities to improve workflows and reporting efficiency
• Support implementation of process improvement initiatives

6. Administrative & Operational Support

• Manage calendars and logistics for key project activities
• Track milestones, deadlines, and deliverables
• Provide day-to-day coordination support to ensure smooth project execution

Required Qualifications (Must Have)

• 8+ years of experience in project coordination, PMO support, or similar roles
• Strong organizational and time-management skills with multitasking ability
• Excellent verbal and written communication skills
• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Experience with collaboration and project tools (MS Teams, SharePoint, MS Project, Planner, Jira)
• High attention to detail with strong proofreading and quality assurance skills

Preferred Qualifications (Nice to Have)

• Experience with process improvement methodologies (Lean, Six Sigma, Kaizen)
• Experience creating executive-level presentations
• Knowledge of PMO governance frameworks and reporting standards
• Experience working in large, complex, or multi-project environments

Key Skills

Education

Bachelor's degree