Executive Assistant – PMO

Executive Assistant – PMO

The Executive Assistant – PMO is a critical role that ensures the smooth operation of the Project Management Office (PMO) by providing high-level administrative, organizational, and coordination support to the PMO leadership and project teams.

This role is responsible for managing schedules, coordinating communication, maintaining documentation, and supporting project governance processes. The ideal candidate will possess 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
• 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