Itprojects

Wolters Kluwer - Freelance PMO Assistant (ZZP)

Posted Jan 5, 2023
Project ID: ITWK3089583
Location
Alphen aan den Rijn , Zuid-Holland
Duration
Start date: Mar 6, 2023
Hours/week
32 hrs/week
Payrate range
40 - 55 €/hr
Application Deadline: Feb 6, 2023 1:00 PM
  • 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

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