The Job Purpose is to directly support the Newbuild product team with the coordination of the portfolio of projects, alignment of meetings in person or virtual, and maintaining an overall view of the departmental diary and travel.
The ideal candidate will have previous experience in project management within a multinational organisation, with a proactive approach to problem-solving and a strong ability to organise and prioritise. This role requires the ability to thrive in a fast-paced, high-pressure environment, working collaboratively across multiple stakeholders while adapting to shifting deadlines.
Key Responsibilities
Change Management: Lead and manage change initiatives across multiple locations and functions, including developing and implementing change strategies, engaging stakeholders, and ensuring smooth transitions to new processes and systems.
Meeting Preparation: Prepare project updates for weekly team meetings and create executive summary-level project views for dissemination as needed.
File Management: Maintain the departmental file structure across LAN and SharePoint. Coordinate IT equipment, software, and licensing work requests.
Contract Management: Prepare payments, purchase orders, and follow-up with vendor partners.
Main Accountabilities
* Own and update the Gantt Chart for the department's project portfolio, ensuring accurate and timely project tracking.
* Support the delivery of projects on time and on budget with all relevant stakeholders in and out of MSC, including the flow of communications & approvals between the UK office, Geneva headquarters, and leadership team.
* Constantly improve departmental process, governance, and structure to maintain effective operations and efficient delivery.
* Maintain an overall view of the new build, third-party vendors, innovation, development, and operational timelines to align and coordinate stakeholders, ensuring accountability.
* Own the preparation and dissemination of meeting notes, ensuring all action items and follow-up steps are captured.
* Manage and maintain the digital file repository of all department-related documentation and keep it up to date.
* Coordinate meeting times, slots, and venues for group meetings.
* Assist in administration and coordinating group travel for startups, new-build meetings, and ship visits.
Requirements
* Fluent in English. Italian and/or French language is an advantage.
* Experience (minimum two years) in Project Management disciplines ie. Agile, Lean, Scrum.
* Certificate in Project Management ie. PMI, CAPM, CSM, PRINCE2, Six Sigma.
* Degree in Business Administration or a related field (is advantageous).
* Proficient with Office Suite, Project Management software.
* Able to thrive in a fast-paced, multi-stakeholder environment, showing adaptability and proactive problem-solving skills.
* Excellent communication and organisational skills, with the ability to manage shifting priorities and deadlines.
* Able to travel very infrequently.
VISA Requirements
Applicants must hold one of the following passports: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Liechtenstein, Lithuania, Luxembourg, Malta, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, The Netherlands, UK, and Switzerland – or Swiss B/C Permit.