Positions General Duties and Tasks

In these roles you will be responsible for:

Administrative Operations & Coordination (35%)

Meeting & Event Management:

- Schedule and coordinate all PMO governance meetings including Steering Committees, Portfolio Reviews, Project Review Boards, and Executive Leadership updates
- Prepare comprehensive meeting packages including agendas, pre-read materials, presentations, and supporting documentation
- Manage meeting logistics: room reservations, virtual platforms (Teams/Zoom), technology setup, and catering when applicable
- Attend governance meetings, capture detailed minutes with action items, decisions, and parking lot items
- Distribute meeting minutes within 24 hours with clear action item assignments and due dates
- Track action item completion and send proactive reminders to owners
- Maintain master PMO calendar and proactively manage scheduling conflicts
- Coordinate quarterly PMO town halls, training sessions, and team-building events
- Manage stakeholder availability and optimize scheduling across multiple time zones

Documentation & Knowledge Management:

- Maintain centralized repository of all projects and program documentation in Confluence and SharePoint
- Create, format, and professionally edit project artifacts including charters, business cases, status reports, presentations, and governance materials
- Implement and enforce version control protocols and approval workflows
- Establish and maintain folder structures with appropriate access permissions
- Archive completed project documentation per organizational standards and audit requirements
- Support internal/external audit requests with timely documentation retrieval
- Maintain document templates library and ensure current versions are accessible
- Train Project Managers on documentation standards and repository navigation

PMO Operations Support:

- Serve as first point of contact for all PMO-related inquiries via email, phone, and in-person
- Manage PMO shared inbox, triage requests, and route to appropriate team members
- Coordinate onboarding for new Project/Program Managers including system access, tool provisioning, and orientation scheduling
- Maintain PMO intranet site with current information, templates, and resources
- Process and track PMO expense reports, purchase orders, and vendor invoices
- Manage office supplies inventory and procurement for PMO team
- Coordinate IT support requests for PMO tools and systems
- Maintain organizational charts, distribution lists, and team contact information

Reporting, Analytics & Data Management (35%)

Portfolio Reporting:

- Compile and quality-check biweekly portfolio status reports consolidating data from active projects
- Create executive dashboards with Red/Yellow/Green health indicators for budget, schedule, scope, and risk
- Generate monthly portfolio performance reports for ELT and senior leadership
- Produce ad-hoc reports and data cuts for various stakeholder requests
- Synthesize complex project data into clear, visually compelling presentations
- Ensure consistency in reporting formats, terminology, and metrics definitions
- Monitor reporting calendar and send proactive reminders to Project Managers for status submissions
- Escalate overdue or incomplete submissions to PMO leadership
- Distribute reports to appropriate audiences with context and commentary
- Maintain historical reporting archive for trend analysis

Data Management & Quality:

- Serve as data steward for PMO project inventory and portfolio tracking systems




- Perform daily/weekly updates to project management tools (Jira, MS Project, Clarity)
- Execute data validation routines to ensure accuracy across multiple systems
- Reconcile discrepancies between Confluence, Jira, financial systems, and other data sources
- Maintain data integrity for key metrics: budgets, timelines, resource allocation, milestone tracking
- Create and monitor PMO performance dashboards tracking KPIs
- Generate metrics reports on portfolio health, PMO efficiency, and governance compliance
- Support data analysis requests including trend identification and variance analysis
- Document data definitions, calculations, and reporting methodologies
- Identify and report data quality issues with recommended solutions

Confluence Administration & Knowledge Management:

- Serve as Confluence power user and space administrator for PMO
- Design, create, and maintain standardized page templates aligned to project lifecycle
- Organize and optimize page hierarchies for intuitive navigation and searchability
- Manage permissions and access controls ensuring appropriate visibility
- Conduct training sessions on Confluence best practices for Project Managers
- Monitor Confluence adoption and compliance with knowledge management standards
- Generate usage analytics and identify improvement opportunities
- Provide technical support and troubleshooting for Confluence users
- Implement automation and macros to enhance efficiency
- Champion knowledge consolidation initiative across NTO organization

Governance & Process Support (20%)

Governance Coordination:

- Maintain comprehensive governance calendar with all stage-gate reviews, tollgates, and checkpoints
- Track projects through governance lifecycle and send proactive milestone reminders
- Coordinate submission of governance artifacts ensuring completeness against checklists
- Review governance materials for quality, completeness, and compliance before submission
- Schedule governance review meetings and coordinate stakeholder participation
- Document governance decisions, approvals, and action items
- Track resolution of governance action items and conditional approvals
- Maintain governance compliance dashboard and escalate delays
- Support preparation of Board-level project updates and materials
- Archive governance decisions and create audit trail

Process Documentation & Compliance:

- Document and maintain PMO Standard Operating Procedures (SOPs) and work instructions
- Create process flows, RACI matrices, and procedural guides
- Ensure all PMO processes are documented in Confluence with current versions
- Monitor compliance with PMO standards and escalate non-compliance
- Support implementation of new tools, templates, and process improvements
- Conduct process training for new Project Managers and team members
- Gather feedback on PMO processes and identify pain points
- Track process compliance metrics and report to PMO leadership
- Support change management activities for PMO process updates
- Maintain lessons learned repository and facilitate knowledge sharing

Quality Assurance:

- Review project documentation for completeness, accuracy, and adherence to standards




- Conduct quality checks on status reports before executive distribution
- Verify consistent use of approved templates, formats, and naming conventions
- Validate data accuracy in reports and dashboards before publication
- Flag quality issues to Project Managers with specific corrective guidance
- Maintain quality checklists and review protocols
- Track and report on documentation quality metrics
- Support audit preparation with evidence compilation
- Ensure compliance with regulatory documentation requirements

Stakeholder Support & Communication (10%)

Project Manager Enablement:

- Serve as reliable resource and point of contact for Project Manager questions and needs
- Provide administrative relief allowing PMs to focus on strategic delivery
- Assist with scheduling of project working sessions, status meetings, and stakeholder reviews
- Support preparation of project presentations, status updates, and executive briefings
- Track and follow up on Project Manager action items from governance forums
- Facilitate communication between Project Managers and PMO leadership
- Coordinate cross-project dependencies and touchpoints
- Respond promptly to requests with solutions-oriented approach

Cross-Functional Partnership:

- Interface with Finance on budget reporting, forecasting, and variance analysis
- Coordinate with HR/Talent on resource requests, onboarding, and staffing
- Partner with IT on tool access, system issues, and technical support
- Support Legal and Compliance with documentation, audit requests, and evidence gathering
- Liaise with Procurement on vendor management and contract administration
- Collaborating with Business Partners on project intake and prioritization
- Build trusted relationships across organization through reliable service delivery
- Represent PMO professionally in all interactions

Requirements for this role include:

- 5 years of professional experience in administrative operations, project coordination, data analysis, or related business support role
- Experience in a PMO, project environment, or operations function strongly preferred
- Financial services or regulated industry experience highly desirable
- Demonstrated experience managing multiple priorities in fast-paced setting
- Track record of producing high-quality, accurate deliverables consistently

Technical Proficiency:

Required:

- Advanced Microsoft Excel: Pivot tables, VLOOKUP/XLOOKUP, complex formulas, data validation, conditional formatting, charts/graphs, data analysis
- Advanced Microsoft PowerPoint: Creating executive presentations with compelling visuals, slide design, animation, master slides
- Proficient Microsoft Word: Document formatting, styles, templates, table of contents, mail merge, track changes
- Expert Microsoft Outlook: Calendar management, meeting scheduling, distribution lists, rules, email organization
- Collaboration Tools: Microsoft Teams, SharePoint, OneDrive
- Web Conferencing: Zoom, Teams meetings

Preferred:

- Confluence (or willingness to achieve proficiency within 60 days)
- Jira or similar agile project management tool
- MS Project, or equivalent scheduling tools
- Data visualization tools (Tableau, Power BI)
- Familiarity with project management methodologies (Agile, Waterfall, Hybrid)

Disclaimer : This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.

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