PMO Administrator (Admin Assistant)

Job Title: PMO Administrator

Job Description

The PMO Administrator provides comprehensive administrative and coordination support to the Project Management Office, enabling effective delivery of projects across a global automation and technology organization. This role focuses on managing project documentation, meetings, calendars, reporting, travel arrangements, SharePoint maintenance, compliance activities, and general departmental operations, while offering exposure to project management, operations, and cross-functional coordination in a highly innovative environment.

Responsibilities

• Prepare and update professional PowerPoint presentations, reports, and Excel spreadsheets for project leadership.
• Schedule appointments and manage conference room calendars using Microsoft Outlook to ensure efficient use of meeting spaces.
• Coordinate invitations for Project Launch and Project Kick-off meetings and ensure all stakeholders receive accurate information.
• Prepare, update, and distribute meeting minutes, action lists, and other project documentation in a timely and organized manner.
• Create Jira project sites as requested and ensure project information is accurately captured.
• Distribute approved change orders, machine-release forms, final machine-acceptance forms, and post-project review forms to relevant parties.
• Send customer satisfaction surveys following project completion and track responses as required.
• Coordinate project-related travel, including booking flights, hotels, and ground transportation, and support immigration requirements where necessary.
• Maintain departmental vacation planners for Project Management and Scheduling to support resource planning.
• Prepare and distribute weekly utilization reports and PSM meeting action-item lists.
• Maintain PMO procedures within SharePoint and BQMS, ensuring documentation is current and accessible.
• Maintain active and closed project and job lists to support accurate tracking and reporting.
• Support audits and ISO compliance activities by providing documentation and coordination support.
• Coordinate meeting rooms, catering, off-site meetings, and other meeting logistics for departmental and project-related events.
• Organize monthly departmental communication meetings, including scheduling, materials preparation, and logistics.
• Prepare office space and order supplies for new employees to ensure smooth onboarding.
• Provide general administrative and operational support to the Project Management Office as required.
• Adhere to the Code of Business Conduct and follow all health and safety procedures in daily activities.

Essential Skills

• Minimum of 5 years of administration experience in a professional environment.
• Strong proficiency with Microsoft Office, including Word, PowerPoint, and Excel, with the ability to prepare and update presentations and spreadsheets for leadership.
• Demonstrated experience in travel coordination, including booking flights, hotels, and other travel arrangements.
• Proven calendar management and coordination skills, including scheduling meetings and managing conference room bookings.
• Administrative support experience, including handling documentation, data entry, and general office duties.
• Experience with customer service and professional communication in support of internal and external stakeholders.
• Ability to manage multiple administrative tasks simultaneously with strong attention to detail.
• Competence in using MS Office Suite for reporting, documentation, and communication.

Additional Skills & Qualifications

• Experience with project or program coordination, supporting project teams and timelines.
• Working knowledge of Jira for creating and maintaining project sites.
• Experience supporting audits or ISO compliance activities through documentation and coordination.
• Exposure to global mobility or international travel coordination is an asset.
• Strong data entry skills with a focus on accuracy and organization.
• Experience in calendar management within complex, multi-stakeholder environments.
• Ability to work effectively within cross-functional teams across operations, compliance, and project management.
• Interest in automation, technology, and supporting projects across life sciences, food and beverage, transportation, energy, and consumer-product sectors.

Work Environment

This role is based fully onsite, five days per week, within a global automation and technology organization with operations in more than 25 countries. The PMO Administrator works closely with project management leadership and cross-functional teams, gaining exposure to project management, operations, compliance, and global coordination. The environment emphasizes innovation, quality, people, process, and performance, with regular interaction across departments and participation in meetings, audits, and project-related activities. The position is a 1218 month maternity leave coverage assignment, offering a structured office setting with standard business tools and technologies such as Microsoft Office, SharePoint, BQMS, Jira, and Outlook.

This is a Contract position based out of Cambridge, ON.

The pay range for this position is $22.00 - $23.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

This is a Contract position based out of Cambridge, ON.

This is a fully onsite position in Cambridge,ON.

À propos d'Aston Carter

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, lacquisition de talents, les achats, la chaine dapprovisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de lindustrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service dun grand nombre dentreprises du classement Fortune 500. Nous sommes fiers davoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de légalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de lâge, de la couleur, de la religion, des origines nationales, du statut dancien combattant, dun handicap, de lorientation sexuelle, de lidentité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande daccommodement raisonnable, tel que la modification ou lajustement du processus de demande demploi ou dentrevue à cause dun handicap, veuillez envoyer un courriel à [email protected] pour connaître dautres options daccommodement.

Ordonnance sur légalité des chances de San Francisco: Conformément à lOrdonnance sur légalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de lintelligence artificielle (IA): Nous pouvons utiliser lintelligence artificielle (IA) pour soutenir certaines étapes de notre processus dembauche, notamment la recherche, la présélection et lévaluation des candidatures. LIA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à laide doutils dIA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.