Project Management Support Associate

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, inclusive culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM.

The Project Management support associate is an experienced coordinator who provides project organization, scheduling, documentation, reporting, and coordination support for Finance initiatives across digital and non-digital work. Working within established PMO processes and under the overall guidance of PMO leadership and Project Managers, this role independently executes coordination activities, including tracker and project record maintenance, financial reporting inputs, project repositories, and onboarding and access coordination. The coordinator proactively follows up on actions, deadlines, and required updates, identifies missing or inconsistent information, and escalates items requiring Project Manager or PMO judgment. PMO leadership and Project Managers retain accountability for project delivery, material decisions, and overall stakeholder management.
 

Essential duties:

Project Planning Support

• Independently maintain assigned project planning materials, schedules, calendars, meeting materials, and project records once the project approach and expectations are established.

• Maintain milestone and schedule information using updates from Project Managers and project teams, and flag conflicts or gaps. The Project Manager retains ownership of the overall project plan and material schedule changes.

• Support project teams with administrative coordination, document organization, and repository maintenance.

• Support keeping planning materials and documentation current, organized, and accurate.

Project Coordination

• Coordinate meetings, including scheduling, agendas, meeting materials, notes, decisions, action items, owners, due dates, distribution of meeting outputs, and follow-up.

• Maintain assigned action trackers and coordination records; proactively follow up on actions, required updates, and deadlines; and escalate unresolved items, obstacles, or decision needs to the appropriate Project Manager or PMO leader.

• Support project onboarding and access coordination, including maintaining project team lists and coordinating access to approved project tools and repositories.

• Attend assigned project or PMO meetings to capture key updates, decisions, action items, and follow-ups, and update trackers or documentation based on meeting outcomes. Escalate matters requiring project-management judgment or decisions to the appropriate Project Manager or PMO leader.

Administrative and Documentation Support

• Create, update, and independently maintain assigned project documentation, trackers, logs, and project records within established standards.

• Independently maintain project repositories, file organization, documentation version control, and approved project folders within established standards.

• Collect required information and inputs from internal teams, vendors, or project team members to support documentation and administrative activities.

• Support preparation, formatting, and distribution of project communications, meeting materials, and documentation.

• Support updates to PMO templates, trackers, and process documentation.

• Identify missing, outdated, or inconsistent documentation and follow up with the appropriate owner. Escalate questions requiring project judgment to the Project Manager or PMO leader.

Project Reporting Support

• Collect status information from Project Managers, project-team members, and established project sources.

• Maintain reporting calendars and submission deadlines, and proactively follow up on missing or outdated updates.

• Consolidate information into established trackers and templates; identify incomplete, inconsistent, outdated, or conflicting information and seek clarification from the appropriate owner.

• Prepare draft project and portfolio status materials, meeting updates, presentations, charts, and tables for review by Project Managers or PMO leadership.

• Record financial tracking inputs using established templates and information provided by the appropriate owner, and follow up on missing documentation and reporting gaps.

• Gather and organize documentation for audits and information requests.

• Project Managers and PMO leadership remain responsible for validating project health, material project changes, leadership messages, and final reporting.

• Other duties as assigned.

EDUCATION/CERTIFICATIONS:

• Associate’s degree or equivalent work experience. (Required)

TECHNICAL/SOFT SKILLS:

• Strong Microsoft Office skills. (Required)

• Ability to communicate effectively both verbally and in writing with team members and managers. (Required)

• Effective organization and time management skills, including the ability to organize information and manage multiple tasks and deadlines. (Required)

• Experience maintaining documentation, schedules, trackers, and meeting notes, and proactively tracking actions, deadlines, and required inputs. (Required)

• Familiarity with project management tools, systems, and reporting practices. (Preferred)

• Strong attention to detail and accuracy in data entry and documentation. (Required)

• Ability to recognize incomplete, inconsistent, or overdue information and follow up or escalate appropriately. (Required)

• Ability to prepare clear meeting materials, status updates, presentations, charts, and tables. (Required).

EXPERIENCE:

• 2+ years of experience supporting projects, programs, teams, business operations, or administrative coordination. (Required)

• Experience working in a PMO, operations, technology, or business transformation team. (Preferred)

• Experience using Microsoft Office tools, including Excel, PowerPoint, Outlook, SharePoint, OneNote, Project, and Copilot. (Required)

• Smartsheet experience. (Preferred)

LEADERSHIP / INTERPERSONAL SKILLS

(MUST NOTE REQUIRED OR PREFERRED)

• Ability to follow direction and complete assigned work accurately and on time, while managing routine responsibilities without continuous prompting. (Required)

• Ability to work within multiple levels of the firm. (Required)

• Ability to work effectively with a variety of working styles and personalities. (Required)

• Ability to work effectively with team members and project leadership. (Required)

• Ability and interest to develop foundational project management skills over time through exposure to PMO processes, project and portfolio reporting, project planning and delivery practices, meeting and governance support, and documentation. As knowledge and capability develop, the coordinator may support or assume responsibility for defined, lower-complexity project activities or workstreams under the guidance of an experienced Project Manager. (Required)

• Ability to independently manage recurring coordination across multiple projects or workstreams with competing deadlines once expectations are established. (Required)

At RSM, we offer a competitive benefits and compensation package for all our people.  We offer flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients.  Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits   https://rsmus.com/careers/el-salvador.html. 

RSM does not tolerate discrimination and/or harassment based on race; colour; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender (including gender identity and/or gender expression); sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the Salvadoran Military/Veteran status; pre-disposing genetic characteristics or any other characteristic protected under applicable provincial employment legislation.  

Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership. RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please send us an email at [email protected].