Executive Coordinator PMO

Your Role:

The Executive PMO Coordinator provides dedicated administrative support to two senior leaders while delivering PMO (Project Management Office) governance, engagement, and communications capabilities. This role blends executive calendar management, meeting logistics, and stakeholder engagement with program oversight, ensuring timely delivery, clear communications, and disciplined coordination across cross-functional teams.

Travel: 5%

Key Responsibilities:

• Executive Support and Calendar Management
• Manage calendars for two leaders with cross-functional, time-zone coordination; align commitments and travel as required.
• Screen requests, triage priorities, and handle confidential communications with discretion.
• Schedule large, multi-stakeholder meetings and optimize back-to-back blocks to minimize gaps.
• Schedule travel arrangements as necessary
• Meeting Logistics and Operational Excellence
• Oversee routine meeting logistics: room/venue booking, visitor access, onsite support, equipment, and materials; support in-person and hybrid formats.
• Prepare agendas, pre-reads, and meeting packs; capture decisions and assign straightforward action items with due dates.
• Maintain standardized meeting templates and checklists to ensure consistent cadence and follow-up.
• Engagement Sessions and Stakeholder Experience
• Coordinate in-person and virtual engagement sessions (coffee chats, 1:1s, lunches, town halls) with clear objectives and ready-to-use materials.
• Plan logistics for team gatherings and small programs using approved playbooks; maximize participation and impact.
• Maintain a basic stakeholder engagement calendar and briefing materials for leadership support.
• PMO Governance and Portfolio Coordination
• Maintain a structured PMO responsibility for priority programs (status, milestones, risks, dependencies) within established procedures.
• Produce concise program trackers and executive updates (weekly/bi-weekly) using standard templates.
• Schedule governance cadences, readiness gates, and cross-functional reviews in line with current reporting cadence.
• Project/Initiative Support
• Log, classify, and triage initiatives; assist with scoping, RACI mapping, and decomposition into actionable workstreams under supervision.
• Track milestones, raise early risk flags, and facilitate issue resolution with accountable owners as directed.
• Consolidate status reports and decision logs; ensure documentation adheres to standard formats.
• Communications and Change Enablement
• Draft executive-ready internal communications; coordinate with communications teams for external audiences as needed.
• Plan cadence emails, town halls, and all-hands updates; ensure messages align with strategy and timing within existing frameworks.
• Support change impact analyses, training schedules, FAQs, and rollout checklists per established templates.
• Risk, Compliance, and Governance Support
• Track approvals and sign-offs for priority initiatives; maintain simple risk registers and assist with standard mitigation steps.
• Escalate issues via defined channels and governance paths.

• Resource, Budget, and Vendor Liaison
• Support budgeting and basic resource forecasting within set parameters; monitor spending against plan where applicable.
• Coordinate with vendors/external partners for PMO/admin support per approved arrangements.

• Metrics, Reporting, and Continuous Improvement
• Define and track core PMO metrics using standard templates (e.g., on-time delivery, milestone adherence).
• Generate periodic PMO health updates; document bottlenecks and recommend improvements within approved methods.
• Onboarding, Talent, and Knowledge Transfer
• Assist with onboarding and mentorship for new coordinators/admins; support SLAs/KPIs under