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PMO Specialist, Agency Operations

We’re looking for a PMO Specialist! This is a contract position, working 30-40 hours with the possibility of converting to a permanent full-time employee. This position can work from anywhere within the United States and will report directly to the Head of Agency Services.

Hourly Rate: $45/hour

Perks & Benefits:An annual stipend for professional and personal development after 90 days; quarterly remote work stipend; and an opportunity to join a truly incredible team at a company that is building the future of work.

Job Description

We are seeking a detail-oriented and proactive Program Management Office (PMO) Specialist to join our team and help establish a PMO for our new marketing and creative agency, Run By Rosie. The ideal candidate will be responsible for the implementation and coordination of PMO processes, providing project management, operations, and process improvement support at the department level. The PMO Specialist will oversee strategic initiatives, ensure the efficient execution of internal projects, and standardize how our Rosie project managers manage client projects, ensuring  adherence to our project management methodology. This role works closely with the Head of Agency Services to ensure that the processes are followed and effective. It involves maintaining detailed documentation, analyzing data, and operationalizing best practices to enhance the overall performance of both client and internal projects and initiatives.

Responsibilities & Qualifications
  • PMO/Program-Level Project Management and Process Improvement Support
    • Provide comprehensive project management support for various department programs and initiatives.
    •  Identify and implement process improvements to enhance project efficiency and effectiveness.
    • Identify and mitigate project risks.

    Project-Level Project Management Support

    • In the absence of a dedicated Rosie project manager on a project execution team, serve as the project manager for small, short-term client projects.
      • Check-ins with Rosies on status of deliverables, challenges, performance, etc.
      • Track & analyze utilization, time sheets, dashboards, etc.
      • Update monthly progress report documentation for client updates.
      • QA deliverables against brief/project scope.
    • Oversee Project preparation, including but not limited to, project-specific tools and platforms, technology, communication channels, and scheduling kickoff and ongoing meetings with both the clients and consultants (Rosies) according to scoped cadence, etc.

    Oversee and Execute Internal RBR Strategic Projects/Initiatives

    • Manage the execution of strategic projects, ensuring alignment with organizational goals.
    • Monitor project progress and address any issues or obstacles that arise.

    Master Calendar Management

    •   Update and maintain the master calendar to track cross-functional project timelines and resource allocation.
    •   Communicate timing and resource constraints, as well as conflicts, to relevant stakeholders.

    Documentation and Process Mapping

    • Create and maintain detailed program documentation, including process maps, RASCIs, SOPs, templates, etc.
    • Ensure all documentation is up-to-date and accessible to the team in our intranet.
    • Create and send communications to the team and stakeholders regarding updated processes, tools and templates.

    Reporting and Analysis

    • Prepare regular status reports for internal stakeholders and clients.
    • Monitor and report weekly project status.
    • Track time estimates versus actuals and conduct weekly burn rate analysis.
    • Monitor internal/core team utilization rates and provide insights to optimize resource allocation.

    Operationalizing Best Practices

    • Implement best practices and learnings from previous projects to improve future project outcomes.
    • Collect and analyze QBR (Quarterly Business Review), Rosie surveys, Client surveys, and core team surveys and data points for continuous improvement.

    Project Tracking Systems and Tools Management

    • Manage and maintain project tracking systems and tools to ensure accurate and efficient project tracking.

    Creative Asset Management

    • Maintain a repository of creative assets in collaboration with the WRR Creative and Marketing team.
    • Highlight our work through various channels such as websites, brag sheets, portfolios, and pitch decks to shorten the sales cycle.

    Quality Assurance

    • Develop and implement quality assurance processes and checklists to ensure project deliverables meet the required standards.
    • Ensure SOWs are sound from a project management perspective before final Finance and Business Operations reviews.
  • PMI Certification in project management
  • Proven Experience in project/PMO management  and process improvement in a creative or marketing agency, creative asset management, and/or marketing PMO collaboration.
  • Strong organizational and time management skills.
  • Excellent communication (written and verbal) and interpersonal skills.
  • Proficiency in project management tools and software.
  • Ability to analyze data and generate actionable insights.
  • Detail-oriented, with a commitment to quality and accuracy.
  • Familiarity with quality assurance processes and best practices.
  • Strong problem solving and relationship-building skills
  • Ability to work independently and as part of a team.
What’s the interview process?

The interview process for candidates will involve meeting with core team members via video conference. We like to ask behavioral and situational questions that are aligned with the job requirements and our core values. The team will give you a look at the ideal day and what success looks like for the role. PS: We love questions!

We Are Rosie focuses on our 4P’s for human vetting methodology to validate candidates and assess soft skills. We believe that a combination of these factors makes a successful Rosie team member.

  • Pedigree: Your work history and experience
  • Potential: Your strengths, tendencies, and acquired skills
  • Passion: The work you love the most 
  • Play: When, where, and how you like to work

*Don’t meet every requirement listed? At We Are Rosie, we pursue growth, believe in transferable skills, and review candidates through the lens of our 4Ps: pedigree, potential, passion, and play. So, if this role lights you up and you think you’d be an amazing fit, we encourage you to apply, whether your previous experience checks every box or not. You might be the perfect addition to our team in this role or another!

We’re dedicated to creating a culture and environment of inclusion; in fact, it’s one of our core values. We create space for every voice to be heard, every person seen. Our mission is to foster a more flexible and human approach to work that provides everyone dignity, respect, and access to opportunity.

Apply Here


More about We Are Rosie

Since 2018, our team of mission-driven problem-solvers has served as trusted partners to our clients and dedicated advocates for our Rosies. Together, we’re redefining how marketing works. Connect with us at wearerosie.comLinkedInX, and Instagram.

We Are Rosie is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, age, national origin, ancestry, physical or mental disability, medical​​​ condition, pregnancy, genetic information, gender, sexual orientation, gender identity or ​expression, veteran status, marital status, or any other status protected under federal, state, or local law.