Project Management Office Assistant
Department: Project Management Office
Reports To: Director of Project Management
Supervises Direct: 0
Supervises Indirect: 0
PMO Administrative Assistant handles and provides administrative support for essential day-to-day functions related to the Project Management Office. Under the direct supervision of the Department director this position will perform functions such as produce reports for management review, scheduling meetings and conferences with both internal and external resources, follow-up on request. Limited independent judgement is required to plan and prioritize daily, weekly and monthly workloads. Provide reporting in accurate detail is critical.
Must excel in verbal and written communications adhering to English language standards and be detailed oriented.
Essential Functions & Responsibilities:
35% Administrative Responsibilities. Completes directives, provides routine status updates within timeframes required and maintains a high level of personal organization; Organizes and provides lunches; Organizes and provides games to promote new products or special initiatives; Organizes and delivers items to staff; Coordinates calendar events; Makes request to other teams as directed; Sets up new email distribution list as directed; Completes requests from internal and external resources; Conducts research, due diligence, competitive analysis as directed; Proof reads communications for spelling, grammar and layout and makes changes as appropriate.
25% Book keeping / Data entry / Reporting/ Responsibilities
Manages and tracks budgets for projects/initiatives; Completes expense reports; Prepares power point presentations; Provides reports as directed; an extensive use/understanding of excel for reporting is required.
35% Communication and Collaboration
Communicates with vendors to obtain pricing, updates, due diligence and calendar coordination; Follows up on outstanding departmental requests; composes and delivers meeting notes/updates from recordings; may require in person attendance.
5% Performs other related duties as assigned.
1. Maintains highest level of confidentiality of information.
2. Provides timely, accurate, professional administrative support.
3. Maintains a professional work environment and businesslike appearance.
4. Demonstrates an understanding of, and follows the requirements of all regulation compliance, including but not limited to those of Bank Secrecy Act (BSA), Anti-Money Laundering (AML), Office of Foreign Assets Control (OFAC), Customer Identification Program (CIP) and Member Due Diligence (MDD) as it specifically relates to their job functions. To be trained annually in BSA/AML compliance.
5. Adheres to all policies and procedures.
Knowledge and Skills:
One year to three years of similar or related experience.
A high school education or GED.
Work involves much personal contact with others inside and/or outside the organization for the purpose of first-level conflict resolution, building relationships, and soliciting cooperation. Discussions involve a higher degree of confidentiality and discretion, requiring diplomacy and tact in communication.
Excellent written and verbal communication skills are required. Strong administrative, organizational and customer service skills. Proficient with Microsoft Word, Excel, and PowerPoint.
While performing the duties of this job, the employee is regularly required to use hands or fingers, handle or feel; reach with hands and arms; talk and hear. The employee frequently is required to stand, walk, and sit. Specific vision abilities required of this job include close vision and ability to adjust focus.
Work is performed indoors with some potential for exposure to safety and health hazards related to electronics work. May require periodic travel. There is exposure to potential hazardous conditions such as robbery. Employees are to receive detailed instructions and procedures to follow in order to minimize risk.
In accordance with the American with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
This Job Description is not a complete statement of all duties and responsibilities comprising the position.
Job Status: Full Time