Project Assistant

MyPass Global is on a mission to empower safe, agile & connected communities.

Our workforce onboarding and compliance management software is centred around a digital Skills Passport, designed to help organisations reduce their risk and cost of operations. Our vision is to become the trusted industry ‘source of truth’ for organisations and people. We don't limit ourselves to a single sector or location; rather, we strive to establish a global standard.

Our company values set the standard for the behaviours and mindset we expect from every “MyPasser”. Our values include:

BRING OUT THE BEST

We connect and empower people to build a safer future. We strive to create a positive and enduring impact, no matter how small.

CHALLENGE THE NORM

We pursue innovation by practising curiosity and always asking ‘why’. We challenge assumptions by seeking opportunities for growth and improvement.

TREAT PEOPLE WELL

We treat our customers, employees and partners as equals. We foster meaningful relationships through trust, compassion and respect. 

WALK THE WALK

We are accountable for our goals, actions and collective vision. We work with integrity and are true to our word, fostering a culture of open communication.

Position Purpose Statement

The Project Assistant collaborates closely with project managers, team members and internal and external stakeholders to ensure the smooth execution of system implementation and other operations project initiatives. The role requires strong attention to detail, excellent communication skills and the ability to manage multiple tasks effectively.

Key Responsibilities

• Project Coordination:
• Assist project managers in coordinating all aspects of system implementation projects, including scheduling meetings, preparing agendas, and documenting meeting minutes.




• Documentation Management:
• Maintain accurate project documentation, including project plans, status reports, and issue logs.
• Ensure documentation is up-to-date and accessible to project team members.




• Communication:
• Facilitate communication among project team members and stakeholders by distributing information, responding to inquiries, and escalating issues as necessary.




• Task Tracking:
• Monitor project tasks and timelines using the appropriate project management tool to ensure deadlines are met. Keep project managers informed of any potential delays or obstacles.




• Resource Management:
• Assist in resource allocation and tracking for system implementation projects, including coordinating with internal teams and external vendors




• Quality Assurance: 
• Support quality assurance activities by participating in testing and validation processes to ensure system functionality meets project requirements.




• Risk Management:
• Identify and escalate project risks and issues to project managers, and assist in developing mitigation strategies.




• Training Support:
• Coordinate training sessions for end-users as part of system implementation projects. Assist in preparing training materials and scheduling training sessions as needed.
• Develop system documentation and guides (where required)




• Continuous Improvement:
• Contribute to process improvement initiatives by providing feedback and suggestions based on lessons learned from previous projects.

Key Requirements

• Bachelor's degree in Business Administration, Project Management, or related field.
• Proven experience in project assistant or coordination roles, preferably in cloud based system implementation projects.
• Strong organisational skills with the ability to prioritise tasks and manage time effectively.
• Excellent communication skills, both verbal and written.
• Proficiency in project management tools and software.
• Ability to work independently and collaboratively in a team environment.
• Attention to detail and problem-solving skills.
• Experience with System / Software Implementation projects is desirable.
• Certification in project management (e.g., PMP, CAPM) is desirable.
• Detail-oriented and able to work independently or as part of a team.

Development Objectives

• 0-3 Months
• Complete a comprehensive MyPass training and onboarding program.
• Meet with key project stakeholders and understand the critical success factors for each assigned project, alongside key milestone dates and key deliverables.
• Develop an in-depth understanding of the assigned project documentation, reporting and controls, ensuring that the documentation is up to date and appropriately filed.
• Establish proficiency in the project management tools being used for project tasks, resourcing and budget management.
• Participate in project meetings and deliver appropriate project updates to key stakeholders.




• 3-6 Months
• Coordinate project meetings and assist stakeholders with their project updates. 
• Master the project management tools being used for project tasks, resourcing and budget management.
• Collaborate with the relevant project manager’s to identify areas for process improvement.




• 6 – 12 Months
• Develop and implement initiatives to streamline documentation processes, enhancing overall efficiency.
• Identify opportunities for administration process automation.

Management:

- Determine and allocate the resources required to maintain and continuously improve the ISMS 

- Ensure information Security requirements are communicated and understood across all levels of the business

- Ensure business activities support the security of information

- Promote the continuous improvement of information security

- Ensure changes to the ISMS are effectively communicated to the business and stakeholders

Senior Leaders:

- Ensure direct reports receive instructions that adequately describe the responsibilities for information security related to their job role

- Ensure direct reports receive training to maintain appropriate information security skills and knowledge required for their job role

- Ensure direct reports demonstrate the information security skills and knowledge required for their job role

- Ensure induction and training focus on the most relevant information security aspects for each job role

Employees:

- Understand own contribution to the effectiveness of the ISMS

- Understand own responsibilities within the ISMS (e.g. Acceptable of Use Assets Policy, Information Security Policy)

- Understand the consequences of non-compliance with the requirements of the ISMS

- Understand information security guidelines related to own job role