PMO & Administrative Support Specialist

We are looking for a
**PMO & Administrative Support Specialist**
to support project governance, operational coordination, and administrative activities across the project lifecycle.

The role works closely with Business, IT, and Management teams to ensure structured planning, reporting, financial tracking, and alignment with corporate standards.

**Key Responsibilities**

**Project Governance & Planning**

- Support project planning, scheduling, and baseline management
- Maintain project documentation (project plans, RAID logs, status reports)
- Monitor timelines, milestones, and deliverables
- Track KPIs and project performance indicators
- Support standardization of PM methodologies and documentation templates
- Contribute to continuous improvement and lessons learned activities

**Portfolio & Financial Support**

- Assist with budget planning and cost tracking
- Monitor financial forecasts and variance analysis
- Support resource capacity planning
- Consolidate portfolio-level reporting
- Assist with business cases, invoices, and expense tracking
- Coordinate vendor documentation and administrative approvals

**Reporting & Executive Support**

- Prepare project reports and management presentations
- Draft executive summaries and steering committee materials
- Collect and organize project data
- Maintain compliance and project documentation
- Prepare meeting minutes and follow up on action items

**Stakeholder Coordination**

- Coordinate cross-functional meetings
- Support stakeholder communication and alignment
- Act as liaison between Business, IT, and external stakeholders
- Ensure timely information sharing across teams

**Mandatory Requirements**

- Knowledge of
**Italian**
- **Fluent English**
- **Strong communication skills**
- **Excellent organizational and multitasking abilities**
- **High attention to detail**
- **Ability to work under pressure and meet deadlines**

**Nice to Have**

- Experience with
**Jira**
,
**ServiceNow**
, or
**HP PPM**
- **Knowledge of Agile and/or Waterfall methodologies**
- **Experience in structured or compliance-driven environments**