Project Management Support Associate

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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)

• Ex…