Freelance PMO Assistant (ZZP)

• Hourly rate: max 55€

• Mid March – Mid November

• Hours per week: 32-36

The Program Management Office (PMO) Assistant is focusing on three main responsibilities (each 1/3 of the time): Project assistance to the Program Management Office (PMO); Executive management support to /dxg; And Office Management support to the /dxg finance department. 

PMO Project Assistance

*/dxg Project/Portfolio administration:

• Monitors the status of projects & programs and tracks related actions.

• Checks project documentation for completeness and ensures the mandatory project steps are followed. Cross checking of project materials and internal supporting materials.

• Collects and archives project documentation.

• Supports the preparation of project tollgate, status and closure meetings.

• Pre-fills project artifacts (example project closures).

• Supports */dxg teams on Finance related activities (example BCL tracking sheet).

TechBV administration & support:

• Develops process documentation like templates and instructions.

• Administrates sharepoint sites like creating folders, uploading materials’ managing users and rights.

• Supports creation and maintenance of yearly TechBV calendar (planning MC meeting, MDM’s and BoD).

• Supports preparation and quality review (format and Grammar) of TechBV meetings material (MDM, BoD and MC deck).

• Supports Service Agreements preparation and workflow.

• Coordinates and ensures all appropriate arrangements are made for TechBV and */dxg meetings locally, globally and virtually (such as MDM and MC meetings, monthly workshops, town-hall meetings, events etc.) with agenda, invites, meeting rooms / Teams invites, catering, audio/video support etc.

*/dxg executive management support:

• Provide (confidential) secretarial and administrative support to the VP PMO, CFO and VP Product Solutions:

  • Organize group meetings at request including related lunches, meeting rooms, invitee orchestration etc.

  • Handling inbound meeting requests and Outlook updates / flagging these.

  • Managing schedules (be goalkeeper) and travel arrangements.

  • Professionally answers phone calls / handles emails including responding to requests as appropriate using discretion and judgement, processes requests, takes messages and delegates to appropriate party in a timely and effective manner.

  • The process around bonus and raise letters (printing, signing and give out).

  • Administering expense reports and credit card statements.

  • Manages outlook distribution lists and other administrative overviews in excel.

  • Creates Clicktime users and projects.

  • Supports ad hoc activities for PMO team and Head of PMO.

• Instigate and organize various social gatherings.

Finance Office Management support:

• Registering and processing purchase requisitions and purchase orders in our purchase order system Coupa.

• Organize monthly capex review meetings, digital archiving of capex reports.

• Analysis of timely submissions and approvals of time sheets and chasing up the persons/teams.

• Collect credit card expense reports for WK Tech employees, preparation of the credit card expense journal entry per project code.

Education:

• HBO degree, secretarial and/or project administration.

Experience:

• At least 8 years of experience in a (complex) international matrix organization

• Solid experience as executive personal assistant or similar experience

• Experience with project administration and/or project support on top

• Experience with a purchase order / financials system is a plus

• Organizational sensitivity

• Takes initiative, is outgoing, independent and able to run a job from the beginning to the end relieving others

• Sees the bigger picture as well and able to make the balance between important and urgent matters

• Multi- level communicator and ability to manage expectations during the process, stress resistant

• Solid service- and support–oriented mentality. Eager to a good job, quality aware, eye for details, 1st time right, creates trust of doing a good job quickly

• Learning attitude, eager to learn new stuff, not afraid to fail fast and improve

• Feels comfortable to validate c.q. alerting others on matters

• Must be able to work on multiple tasks (well organized), highly flexible

• Ability to maintain confidentiality

• Team player, likes being part of a team, knows what’s going on within the organization

• Pro-active (can do mentality), anticipating and self-employed attitude, willing to take associated responsibility

• Fluency in Dutch and English, oral and written, another European language would be a pre 

• Proficiency in MS Office

• IT knowledge and feeling (no fear) with IT related issues is a plus

The contracting is done via Yacht broker partner