The ideal candidate is highly organized, detail-oriented, and excels at managing multiple priorities while ensuring project activities, action items, and deliverables remain on track.

Key Responsibilities

• Schedule and coordinate meetings with internal teams, vendor partners, and executive stakeholders.
• Prepare and distribute meeting agendas and supporting materials.
• Capture meeting minutes, decisions, risks, and action items.
• Distribute meeting notes promptly following meetings.
• Track action items and follow up with owners to ensure timely completion.

• Maintain project documentation, trackers, schedules, issue logs, and status reports.
• Ensure project artifacts remain current, organized, and accessible.
• Support maintenance of consolidated issue and work-order inventories.
• Prepare materials and presentations for steering committee meetings and leadership reviews.

• Track contract budgets, vendor utilization, and hours consumed.
• Review vendor invoices for completeness, accuracy, and contract compliance.
• Identify discrepancies and escalate concerns to project leadership.
• Maintain financial tracking logs and prepare summary reporting.

• Coordinate logistics for internal and external meetings, including virtual meeting setup and participant communications.
• Assist with tracking project milestones, deliverables, and deadlines across multiple workstreams.
• Support onboarding activities for new team members and vendors.
• Prepare onboarding materials and coordinate access requests.
• Provide administrative support to ensure smooth day-to-day program operations.

Required Qualifications

• Experience supporting project teams in a project coordination, administrative, or PMO support capacity.
• Strong organizational skills with exceptional attention to detail.
• Proven ability to manage multiple priorities and deadlines simultaneously.
• Proficiency with:
  • Microsoft Office Suite
  • Microsoft Teams
  • SharePoint
  • Other collaboration and productivity tools
• Excellent written and verbal communication skills.
• Ability to work independently and proactively once objectives are defined.
• Strong follow-through and problem-solving capabilities.

Preferred Qualifications

• Experience supporting Oracle Cloud, ERP, or enterprise software implementations.
• Familiarity with project management tools such as:
  • Smartsheet
  • Jira
  • Similar project tracking platforms
• Experience in public sector or government environments.
• Experience reviewing vendor invoices, contracts, or project financials.
• Familiarity with project governance and steering committee support activities.