Executive Assistant – PMO

About the role

The Executive Assistant – PMO provides high‑level administrative and coordination support to the PMO leadership and project teams. You will ensure smooth execution of PMO activities by managing schedules, handling communications, maintaining documentation, and supporting governance processes in a fast‑paced environment.

Key responsibilities

• Manage calendars, schedule meetings and coordinate appointments for PMO leadership.
• Prepare agendas, presentations, take minutes and track follow‑up actions.
• Handle correspondence, emails and internal/external communications on behalf of the PMO.
• Arrange travel logistics, process expense reports and support event coordination.
• Assist project managers with administrative tasks across multiple projects, maintaining documentation, trackers and templates such as status reports and RAID logs.
• Track project milestones, timelines and deliverables, and coordinate cross‑functional meetings, workshops and reviews.
• Prepare and consolidate weekly/monthly PMO reports and dashboards, ensuring accurate record‑keeping.
• Support governance processes, including steering committees and leadership updates.
• Act as liaison between the PMO, project teams and senior stakeholders, following up on action items.
• Contribute to process improvement, template standardisation and tool implementation (e.g., MS Project, Jira, Excel trackers).

Required profile

• Bachelor’s degree in Business Administration, Management or a related field.
• 3–5 years of experience as an Executive Assistant, Project Coordinator or in a similar support role.
• Experience supporting senior leadership or PMO/project teams is preferred.
• Proactive, highly organised, detail‑oriented and able to work under pressure.
• Strong interpersonal and stakeholder‑management abilities.

Required skills

• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).
• Familiarity with project management tools such as MS Project, Asana or Jira.
• Ability to manage multiple priorities with high attention to detail.