Executive assistant/PMO

Job Overview:

We are seeking a highly organized and proactive  Executive assistant/PMO to support executive-level administrative assistance, and drive Lean Management projects. This role will help manage projects, streamline processes for operational efficiency, and assist senior leadership with administrative support, particularly with the CEO’s office. The ideal candidate will have strong project management skills, experience in Lean methodologies, and the ability to multitask effectively in a dynamic environment. This role will be key in ensuring the CEO’s office operates smoothly while also supporting broader organizational project and process initiatives.

Key Responsibilities:

Executive Assistant (EA) Responsibilities:

• Calendar Management: Manage the schedule of the CEO, including organizing meetings, appointments, and travel arrangements.
• Communication Liaison: Serve as the main point of contact for internal and external stakeholders, handling inquiries, coordinating meetings, and ensuring smooth communication between the CEO and other departments.
• Administrative Support: Provide administrative support, including preparing reports and minutes of meetings, handling confidential documents, maintaining records, and organizing office logistics.
• Travel and Event Planning: Coordinate travel, accommodation, and itineraries for the CEO. 
• Expense Tracking: Track daily expenses for the CEO and prepare timely reports on expenditures.
• Task Management: Assist executives and prioritize requests, and ensure deadlines are met.
• Confidential Information Handling: Maintain confidentiality and handle sensitive information with discretion.

Project Management Office (PMO) Responsibilities:

• Project Coordination: Assist in coordinating and supporting the day-to-day activities of assigned projects (such as VCP..), ensuring projects are completed on time and within budget.
• Documentation & Reporting: Prepare and maintain project documentation, including project plans, status reports, and timelines. Ensure timely reporting to senior management on project progress, risks, and milestones.
• Meetings & Scheduling: Organize and schedule project meetings, track action items, and ensure that all stakeholders are informed and aligned.
• Resource Management Support: Assist with resource allocation, ensuring project resources are available and effectively utilized.

Lean Management Project Responsibilities:

• Lean Project Monitoring: Actively follow up on Lean projects and initiatives to ensure that Lean principles are being applied consistently, with a focus on delivering value and minimizing waste.
• Continuous Improvement Tracking: Track the implementation and progress of continuous improvement initiatives across various projects, ensuring that identified process improvements are realized.
• Project Support: Work closely with department leaders and project teams to help drive Lean practices across ongoing projects, ensuring milestones and performance metrics are met.
• Project Documentation & Reporting: Maintain documentation on Lean projects, track action items, and ensure that results are properly recorded for transparency and continuous learning.
• Identify Improvement Opportunities: Assist in identifying areas for improvement within projects and processes, contributing to ongoing Lean initiatives.

• Bachelor’s degree in Business Administration, Project Management, Lean Management, or related field (or equivalent work experience).
• 5 years of experience in a project management coordination role, administrative support, or as an executive assistant.
• Lean Six Sigma or other Lean-related certifications are a plus.
• Strong understanding of Lean Management principles (
• Familiarity with project management tools (e.g., MS Project, Jira, etc.) and administrative tools (e.g., MS Office Suite, Google Workspace).
• Strong organizational skills, with the ability to multitask and prioritize competing demands.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• High level of professionalism and discretion in handling confidential information.

Desired Skills & Attributes:

• Experience working in a project management office (PMO) or supporting senior leadership teams.
• Proactive problem-solving ability, with strong attention to detail.
• Excellent time management skills and ability to handle multiple projects and requests simultaneously.
• Strong interpersonal skills with the ability to build and maintain effective working relationships across teams.
• Ability to maintain composure under pressure and meet tight deadlines.