PMO & Administrative Support Specialist

About the role

The PMO & Administrative Support Specialist provides project governance, operational coordination and administrative support across the project lifecycle. The role covers structured planning, financial control, documentation management, stakeholder alignment and compliance with corporate standards, while supporting executive reporting and cross-functional collaboration. It acts as a key liaison between business, IT and management functions.

Key responsibilities

• Support project planning, scheduling and baseline definition, and maintain documentation such as charters, project plans, RAID logs and status reports
• Monitor timelines, milestones and deliverables, track KPIs and ensure alignment with corporate governance standards
• Support budget planning and cost tracking, monitor financial forecasts and variances, and assist in resource capacity planning
• Consolidate portfolio-level reporting, support business case preparation, and help with invoice processing, expense tracking and vendor documentation
• Prepare periodic reports, executive summaries and steering committee materials, collect and analyse project data, and draft meeting minutes
• Coordinate cross-functional meetings, support stakeholder mapping and communication plans, and act as liaison between departments and external stakeholders

Required profile

• Fluent Italian and English
• Strong written and verbal communication skills
• Excellent organisational and multitasking abilities, high attention to detail
• Ability to work under pressure and meet deadlines

Nice to have

• HP PPM, ServiceNow and Jira
• Experience in structured project environments and regulated or compliance-driven environments
• Knowledge of Waterfall and/or Agile methodologies