The PMO Project Assistant will serve as a key execution support role within the Project Management Office, helping to ensure that milestones are tracked, communications flow seamlessly, and project documentation remains accurate and current.
This role is ideal for a detail-oriented professional who thrives in a cross-functional, fast-paced environment and can bridge communication across internal teams, vendors, and customers — including across different time zones and languages.
Key Responsibilities
1. Cross-Workstream Coordination
• Coordinate day-to-day activities across multiple project workstreams including engineering, operations, and external vendors
• Facilitate alignment and ensure action items are clearly assigned, tracked, and followed up on
2. Milestone & Risk Tracking
• Maintain and update project trackers, timelines, and milestone dashboards on a regular basis
• Monitor project risks, issues, and dependencies, flag deviations from plan to the Project Manager
• Prepare weekly status summaries and progress reports for internal and external stakeholders
3. Documentation & Reporting
• Prepare and maintain project documentation including project charters, meeting minutes, status reports, and action logs
• Compile and format reports for management reviews, client updates, and vendor communications
4. Meeting Coordination & Follow-Ups
• Schedule and organize project meetings, including preparation of agendas and pre-read materials
• Record meeting minutes and distribute clearly documented action items with owners and deadlines
• Follow up on outstanding action items to ensure timely resolution
• Coordinate across time zones to accommodate distributed team schedules
Requirements
• 1+ year of experience in project coordination, PMO support, or a related administrative/operations role
• Experience working in a technology, engineering, or services company is preferred
• Bachelor's degree in Business Administration, Engineering, Communications, or a related field
Skills & Competencies
• Strong organizational skills with meticulous attention to detail
• Proficiency in project management tools such as Jira, Asana, or MS Project
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficient in English and Mandarin （written and spoken） to liaise with Mandarin-speaking clients and stakeholders
• Ability to manage multiple tasks
• Proactive and self-motivated with a strong sense of ownership and accountability
• Comfortable working in a fast-paced
