COMPANY: Shared Services PMO
JOB TITLE: Assistant Project Manager
POSITION SUMMARY:
The role of the Assistant Project Manager is to provide support to the Program Manger with special projects across the business on behalf of the Shared Services PMO.
Consults with internal clients in various departments and external contractors to gather, organize, and present information in forms such as spreadsheets, schedules, PowerPoint and other visual multi-level presentations, predominately for an executive level audience.
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ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Organize and maintain a work breakdown structure tracking document for each initiative including workstream, milestones, and action items which all roll up across the entire program.
- Develop and update reports to provide high level visibility of program initiatives, fed by the WBS tracker with key indicators of each workstream’s level of health, risk & issues, upcoming decision deadlines, ect.
- Proactively follow up with responsible stakeholders across the business to capture and communicate the latest updates on all open action items to help drive progress forward.
- Proactively escalate risks to the Program Manager and project team members to avoid potential issues
- Provide analysis and reporting of progress updates of program initiatives to leadership
- Coordinate schedule availability with all stakeholders to arrange routine coordination meetings and or reviews with decision makers as per milestone plans.
- Uses intermediate skills in MS suite of products to create and format basic spreadsheets, reports, letters and presentations while collecting and consolidating information from multiple sources.
- Project coordination and support the development, tracking/monitoring and reporting of several small to medium size projects from inception to completion, ensuring on-time delivery of requested outputs.
- Projects assigned are typically top priority, high profile, and multi-departmental initiatives for the organization and thus require continuous communication and interaction with the Project Manager/Asst. Project Manager.
- Takes meeting minutes and organizes into action items and deliverables. Periodic follow up with assigned action item owners to assess current status and follow through to closure.
- Supports Program Managers in planning, organization, and monitoring activities related to requests for proposals, service agreements, confidentiality contracts, and other consultant agreements.
- Performs other duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.
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QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with little to no guidance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelors degree in Business or similar field preferred. Cruise industry experience is desired but not required. Experience: 2-5 years within a large corporation or consulting firm with 1-3 years in an office administration environment is required. Equivalent combinations of education and experience may be considered.
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KNOWLEDGE AND SKILLS:
Design & Construction Experience a plus.
Knowledge of effective communication for providing customer and personal service to internal and external groups.
Excellent interpersonal skills, strength in communicating in a multicultural environment with all levels of employees and management.
Excellent administrative, organizational and presentation skills.
Ability to multi-task in a fast-paced environment.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to read, analyze and interpret contracts, procedures, financial reports, legal documents, and government regulations.
Ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from management, co-workers, customers and vendors.
Software Skills required:
- Proficient in MS Power Point, Excel, & Outlook, & Project
- Proficient in MS Project
- Profeciency in Smartsheet & Visio preferred
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PHYSICAL DEMANDS:
The physical demands described here are representative of those requirements employees must meet to perform the essential functions of this job with or without reasonable accommodations. The employee is regularly required to sit, stand, write, review and type reports, compile data, and operate a pc. The employee communicates, listens, compares variables, and assesses information. Specific vision abilities required by this job include close vision, and color vision. The employee regularly moves about the office complex, and may climb, descend, lift or move 10 pounds.
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WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job with or without reasonable accommodations. The environment includes office location, and/or moving inside/outside the office. A high noise level is possible if visiting shipboard, dry dock, newbuilding or offsite locations. Personal protective equipment will be provided as needed in these situations.