Role overview:
The Executive
Assistant (EA) will provide high-level administrative,
coordination, and stakeholder support to the Group EPMO Director and the wider
EPMO team. This role requires a highly organized, proactive, and resourceful
individual who can handle executive-level responsibilities while also assisting
Project Managers in project coordination activities. The EA will act as a
central point of contact for stakeholders, support project governance
processes, and ensure smooth day-to-day operations within the EPMO.
Responsibilities:
Executive
& Administrative Support
- Provide executive assistance to the Group EPMO
Director, including calendar management, travel arrangements,
correspondence, and meeting preparation.
- Draft, review, and format reports,
presentations, and communications for senior stakeholders, EXCO, and the
Board.
- Maintain confidentiality and handle sensitive
information with discretion.
Team & Stakeholder Coordination
- Serve as the first point of contact for EPMO
stakeholders, ensuring clear communication and timely responses.
- Coordinate cross-functional engagements between
the EPMO and business units.
- Organize workshops, governance meetings, and
project steering committees, including agenda preparation and
minute-taking.
Project
Coordination Support
- Support Project Managers in project tracking,
documentation, and reporting.
- Assist in updating project plans, risk
registers, action logs, and benefits registers under PM guidance.
- Follow up with project owners and stakeholders
on deliverables to ensure timelines are met.
- Consolidate project updates into EPMO dashboards
and management reports.
Governance
& Reporting
- Help prepare materials for project governance
forums, ensuring accuracy and timeliness.
- Support monitoring of compliance with EPMO
processes, templates, and standards.
- Coordinate the collation and submission of
monthly and quarterly EPMO reports.
Office
& Knowledge Management
- Maintain EPMO knowledge repositories,
documentation libraries, and SharePoint/PMO tools.
- Ensure smooth day-to-day operations of the EPMO
office, including logistics and communications.
- Provide support to the broader EPMO team to
drive collaboration and productivity
Qualifications/Certifications:
- Bachelor’s degree in Business Administration,
Project Management, or related field.
- 3–5 years’ experience as an Executive Assistant,
Project Coordinator, or in a similar support role within a large
organization.
- Exposure to project management or PMO
environments is highly desirable.
- Strong proficiency in MS Office Suite (Word,
Excel, PowerPoint, Outlook) and project tools (e.g., MS Project,
SharePoint, Smartsheet).
- Excellent organizational, time management, and
multitasking skills.
Experience:
- 3–5 years’ experience as an Executive Assistant,
Project Coordinator, or in a similar support role within a large
organization.
- Exposure to project management or PMO
environments is highly desirable.
- Strong proficiency in MS Office Suite (Word,
Excel, PowerPoint, Outlook) and project tools (e.g., MS Project,
SharePoint, Smartsheet).
How to Apply
