Job Summary
The PMO Secretary provides administrative and coordination support to the Project Management Office (PMO), helping project managers and PMO leadership keep projects organized, documented, and on schedule. The role reports to the PMO Manager.
Key Responsibilities
- Provide day-to-day administrative support to the PMO Manager and project managers
- Schedule and coordinate project meetings, steering committees, and workshops
- Prepare agendas, take minutes, and track action items and follow-ups
- Maintain project documentation, including plans, reports, contracts, and change requests
- Manage the PMO's filing system, document control, and version tracking
- Compile and distribute project status reports, dashboards, and presentations
- Update project trackers and registers (risks, issues, deliverables, milestones)
- Coordinate with internal departments and external vendors or consultants
- Handle correspondence, emails, calls, and incoming requests for the PMO
- Support procurement and finance tasks such as purchase requests, invoices, and budget tracking sheets
- Arrange travel, room bookings, and logistics for project events
- Maintain confidentiality of project and company information
Qualifications
- Diploma or Bachelor's degree in Business Administration, Office Management, or a related field
- 1-3 years of experience as a secretary, administrative assistant, or in a PMO or project environment
- Basic project management knowledge or certification (e.g., CAPM, PRINCE2 Foundation) is a plus
Skills and Competencies
- Strong organizational and time-management skills
- Excellent written and verbal communication (Arabic and English)
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
- Familiarity with project tools such as MS Project, Jira, Asana, or Smartsheet
- Accurate minute-taking and report-writing abilities
- Attention to detail and ability to handle multiple priorities
- Professionalism and discretion with sensitive information
