Assistant Project Manager (Part-Time)

Job Description

Job Description

NOTE: This is a part-time, contract role. Likely 20-25/hrs week. Time each day can be flexible. In office would be Monday - Wednesday and if any remote that would be Thursday and Friday.

Role Title:

Assistant Project Manager

Role Summary

This role provides program and operational support across project governance, planning artifacts, and marketing workflow execution. The position coordinates recurring gate reviews and launch meetings, maintains key trackers and portals, supports strategy administration, and runs intake/traffic control activities to keep cross-functional work moving on time and with clear ownership.

Key Responsibilities:

• Gate Review coordination (~10 hours/month):

  • Pull gate list and confirm plans with Program Managers (PMs).
  • Create agendas for three recurring meetings.
  • Collect and distribute pre-reads.
  • Send post-meeting approval requests and follow up on responses.
  • Communicate final approvals to stakeholders.
  • Upload final presentations and materials.
• Work Breakdown Structure (WBS) updates/creation for non-PJM projects (~10 hours/month).

• Strategy support / administrative support (~10 hours/week):

  • Provide administrative and coordination support for strategy-related workstreams (e.g., leader/admin tasks).

• Portal and calendar upkeep (~5 hours/month):

  • Perform monthly review and updates to ensure accuracy and usability.

• Linking of new projects (WBS) (~5–10 hours/month):

  • When new WBS items are created, link them to the Resourcing Tracker and other applicable sheets/dashboards (near-term future state).

• Resourcing Tracker upkeep (~5 hours/month):

  • Monitor for out-of-date information and follow up with owners to refresh data.

• Launch meeting and activities coordination (~2 hours/month):

  • Drive agenda and follow-up actions from weekly PBT/Marketing meetings.
  • Schedule Go/No-Go and Go-To-Market meetings.

• Marketing Traffic Control / Intake Management (Control Center; ~10–15 hours/week total):

  • Triage and process ~30 projects per week by cleaning up intake tasks and assigning work to owners.

  • Maintain and standardize project plans (intake processing ~10–15 minutes per project; ~10 hours/week):

    • Remove unnecessary task sections.
    • Match and adjust due dates.
    • Assign resource names.

  • Maintain portfolio view (~2 hours/day):

    • Monitor RAID (risks, assumptions, issues, dependencies) and follow up on tasks.
    • Monitor resource utilization and flag constraints.

Qualifications:

• Experience coordinating recurring meetings (agenda creation, pre-reads, notes/actions, and follow-ups).
• Working knowledge of project/program management fundamentals (e.g., schedules, dependencies, RAID, approvals/governance).
• Experience maintaining trackers, dashboards, calendars, and shared portals with strong attention to detail.
• Ability to manage high-volume intake/traffic control processes and route work to appropriate owners.
• Strong written and verbal communication skills, including stakeholder follow-up and status reporting.
• Proficiency with common productivity tools (e.g., spreadsheets, presentations, calendars, and collaboration platforms).

Preferred Qualifications:

• Experience supporting marketing operations, creative operations, or portfolio management.
• Hands-on experience with WBS creation/maintenance and linking work across multiple trackers/dashboards.
• Comfort operating in a fast-moving, cross-functional environment with shifting priorities.
• Smartsheet experience.

Key Skills:

• Operational rigor and follow-through.
• Stakeholder management and diplomacy.
• Organizing information (agendas, approvals, pre-reads, trackers)
• Process improvement mindset.
• Time management across weekly and monthly cadences.