Project Management Assistant

hace 7 días

Ciudad de México, Ciudad de México Alight A tiempo completo

Job Title: Project Management Assistant

Job Summary:

The Project Management Assistant will support project managers with day-to-day responsibilities, including internal and external status reporting, managing tools access, meeting scheduling, maintaining plans, ensuring project financials, and preparing project management materials. This role will also assist in the production of Management Information, support the consistent use of methodology, and help improve the PMO toolset and process guides.

Key Responsibilities

  • Assigned to multiple projects concurrently: Support Project Management activities, including use of methodology guidelines and templates to ensure projects consistently adhere to good governance and best practice.
  • During Project Setup: Manage creation and access to project tools, templates, and document storage e.g. Smartsheet, MoveIt, SharePoint. Setup and maintain project information within relevant tools, e.g. contact lists, org charts, project dates.
  • Support the PM in the smooth running of the project: Follow up on project actions, risks, issues; Support client and internal Alight status reporting; Monitor time tracking and project financial position with regular updates to PM; Support the PM in maintaining project plans and resource forecasts; Support smooth operation of project financial processes such as monthly reporting, change requests, and invoicing.
  • Support project team members: Use of project tools including Smartsheet, MoveIt, SharePoint.
  • On project completion: Support the PM to close the project, archive project tools and documents.

Depending on assignment:

  • Support the PM in drafting project management deliverables: Kick Off decks, Stage Sign-Offs, documentation of Lessons Learned.
  • Assist the PM in scheduling meetings and taking notes/actions.
  • Take responsibility for selected project activities: Resourcing, financial processes, and forecasting.
  • Support the PM by monitoring testing defects: Running reports and chasing actions.

Support the Alight Project Practice:

  • Support improvements to PMO tools and templates.
  • Support training of team members on project management tools: HR IT Projects e.g. Workday, SuccessFactors, Jira, SharePoint and future tools.
  • Support portfolio reporting: Month-end production of reporting pack.
  • Support lessons learned process.
  • Play an active role in continuous improvement: Methodology guidance notes.
  • Provide administration support: PMO/Portfolio Leads.
  • Provide cover for Project Coordinators: Other locations.
  • Maintain Project Coordinator team standard operating procedures.
  • Support practice-wide improvement initiatives.
  • May act as buddy to new Project Coordinators.

Knowledge, Skills, Abilities, and Experience:

Knowledge, Education, Certification, Skills & Technical Proficiencies:

  • ESSENTIAL:
    • Bachelor's degree or equivalent years of work experience.
    • Strong knowledge of MS Office Suite especially Excel.
    • Basic understanding of Project Management governance, processes, and tools – including planning, progress tracking, risk, and issue management frameworks, change control frameworks, sign-off procedures.
    • Analytical skills, able to work with project and financial information such as time tracking or forecasts vs. actual reports.
    • Fluent English skills (C1 at minimum if not a native speaker).
  • PREFERRED (but not Essential):
    • Basic knowledge of Smartsheet, MS Project, MS Visio or similar software.
    • Basic SharePoint administration skills.

Work Experience:

ESSENTIAL:

  • Experience working in a virtual team-oriented, collaborative, multinational environment.
  • Experience preparing reports, presentations, and coordinating meeting logistics.
  • Excellent spoken and written communication skills.
  • Experience working in busy environments balancing multiple tasks.

PREFERRED (but not Essential):

  • Previous PMO experience or exposure to project environment.
  • Experience in organizing and storing project information.
  • Experience reviewing financial information (e.g. financial tracking and invoice processes).

We offer a competitive total rewards package, continuing education & training, and tremendous potential with a growing worldwide organization.

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