Project Management Specialist_2167 (m/f/d)

Job description

About the Job

We are seeking a detail-oriented and proactive PMO Specialist to join the AI4IT Function. The candidate will be responsible for coordinating meetings, tracking project activities and preparing comprehensive status updates for senior management. This role involves maintaining organized processes and ensuring efficient communication within the team.

The PMO Specialist will manage the AI4IT mailbox and SharePoint site, facilitate team coordination and support the AI4IT Team by collecting and analyzing KPI data to provide insights for decision-making.

This position plays a key role in ensuring smooth operations and alignment with organizational goals.

What you do

• Organize and schedule calls and meetings, ensuring participant availability and avoiding agenda conflicts, while preparing and distributing agendas beforehand to ensure attendees are well-prepared.
• Define and distribute concise summaries for important or decision-making calls, specifying action items and responsible owners, and maintain a tracking system for project activities like Kanban boards, periodically verifying progress with task owners.
• Summarize task progress in comprehensive status updates for stakeholder review, collecting necessary information to prepare periodic status updates for EMT members, including progress of ongoing activities, KPIs, and use cases.
• Manage the preparation of presentation decks for senior management and events, ensuring clarity, accuracy, and alignment with organizational goals, and collect, aggregate, and analyze KPI data from multiple sources to compile comprehensive reports for management review.
• Schedule regular team touchpoints, preparing agendas in advance to facilitate effective meetings, fostering collaboration and communication within the team to ensure alignment and progress.
• Track the presence and availability of AI4IT members, including vacation schedules and other absences, to ensure optimal team coordination and resource planning, while managing the AI4IT mailbox and routing incoming messages to appropriate content owners.
• Manage the AI4IT SharePoint site, ensuring folders, documents, and information are organized logically for easy access and retrieval, regularly updating and maintaining SharePoint content to reflect current project status and team activities, and implementing best practices for document management and version control.

What you bring

• Proven experience in a PMO role or similar position.
• Strong organizational skills with the ability to manage multiple tasks in parallel.
• Excellent communication skills, both written and verbal.
• Proficiency in office tools and software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Ability to work independently and collaboratively in a fast-paced environment.
• Detail-oriented with strong analytical skills.
• Experience in managing project documentation and familiarity with AI and IT initiatives are a plus.
• Basic knowledge of AI technologies, principles and their practical use.

What we offer

• We offer a hybrid work model which recognizes the value of striking a balance between in-person collaboration and remote working incl. up to 25 days per year working from abroad. 
•  We believe in rewarding performance and our compensation and benefits package includes a company bonus scheme, pension, employee shares program and multiple employee discounts (details vary by location).
• From career development and digital learning programs to international career mobility, we offer lifelong learning for our employees worldwide and an environment where innovation, delivery, and empowerment are fostered.
• Flexible working, health and wellbeing offers (including healthcare and parental leave benefits) support to balance family and career and help our people return from career breaks with experience that nothing else can teach.