Executive Assistant – PMO

Job Summary

The Executive Assistant – PMO provides high-level administrative, organizational, and coordination support to the PMO leadership and project teams. This role ensures smooth execution of PMO activities by managing schedules, coordinating communication, maintaining documentation, and supporting project governance processes. The position requires strong organizational skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage calendars, schedule meetings, and coordinate appointments for PMO leadership
• Prepare meeting agendas, presentations, and take accurate minutes with follow-up actions
• Handle correspondence, emails, and internal/external communication on behalf of the PMO
• Arrange travel logistics, expense reports, and event coordination

PMO Coordination & Project Support

• Support project managers with administrative tasks across multiple projects
• Maintain project documentation, trackers, and templates (e.g., status reports, RAID logs)
• Assist in tracking project milestones, timelines, and deliverables
• Coordinate cross-functional meetings, workshops, and project reviews

Reporting & Documentation

• Prepare and consolidate weekly/monthly PMO reports and dashboards
• Ensure accurate record-keeping and document control within PMO repositories
• Support governance processes including steering committees and leadership updates

Stakeholder Management

• Act as a liaison between PMO, project teams, and senior stakeholders
• Follow up on action items and ensure timely closure
• Maintain professional relationships with internal and external stakeholders

Process Improvement

• Assist in improving PMO processes, templates, and documentation standards
• Support implementation of tools (e.g., MS Project, Jira, Excel trackers)
• Ensure adherence to PMO frameworks and best practices

Qualifications & Requirements

Education

• Bachelor's degree in Business Administration, Management, or related field

Experience

• 3–5 years of experience as an Executive Assistant, Project Coordinator, or similar role
• Experience supporting senior leadership or PMO/project teams is preferred

Skills & Competencies

• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
• Familiarity with project management tools (e.g., MS Project, Asana, Jira, or similar)
• Ability to manage multiple priorities with high attention to detail
• Discretion and professionalism when handling confidential information
• Strong problem-solving and coordination abilities

Preferred Qualifications

• Knowledge of project management methodologies (Waterfall, Agile, or Hybrid)
• PMP, CAPM, or similar certification (a plus)
• Experience working in a PMO environment

Key Attributes

• Proactive and self-driven
• Highly organized and detail-oriented
• Ability to work under pressure and meet deadlines
• Strong interpersonal and stakeholder management skills