Job Summary:

We are seeking a detail-oriented and organized individual to join our team as a PMO Administrator. In this role, you will provide administrative support to the Project Management Office (PMO) by assisting in various project-related activities, maintaining project documentation, coordinating meetings, and ensuring effective communication within the PMO and with stakeholders.

Job Duties:

Responsibilities:

• Coordinate and schedule meetings, workshops, and other project-related events, ensuring availability of participants, booking meeting rooms, and providing logistical support.
• Prepare and distribute meeting agendas, materials, and minutes, capturing key discussions, action items, and decisions.
• Assist in the maintenance and organization of project documentation in project document repository, including project plans, status reports, meeting minutes, and other related materials.
• Support the onboarding of new project team members, ensuring they have access to the necessary tools, systems, and project documentation.
• Assist in the preparation and distribution of project communication materials, such as presentations, progress reports, and updates to stakeholders.
• Assist in supporting procurement process.
• Maintain up-to-date contact lists, distribution lists, and project Sharepoint site.
• Collaborate with PMO members to identify and implement administrative efficiencies within the PMO.

Requirements:

• High school diploma or equivalent; additional certification or training in project management or administration is a plus.
• Proven experience in an administrative or support role, preferably in a project management or PMO environment.
• Strong organizational skills, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Proficiency in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management tools and software is desirable.
• Ability to work collaboratively in a team environment and interact effectively with stakeholders at various levels.
• Strong problem-solving and decision-making skills.
• Proactive mindset with a focus on continuous improvement.
• Ability to maintain confidentiality and handle sensitive information with professionalism.

HKEX is committed as an Equal Opportunity Employer. Diversity is one of our core values and we look to support, respect diverse perspectives, abilities, culture and experiences within our workplace.