Our Client:
Join a leading organisation within the aviation space, known for delivering world-class customer experiences and driving innovative commercial partnerships.
Job Details:
Overview
We are looking for a highly organised, execution‑focused Project Assistant to support the delivery and operations of the Enterprise Records System (ERS). ERS is a major enterprise‑wide records management system aimed at strengthening compliance, improving records governance, and enabling employees to declare and retrieve records seamlessly within Microsoft 365, with a strong emphasis on user experience. This is a hands‑on execution role focused on project tasks such as project delivery, governance, operations, and coordination with stakeholders, users, vendor(s) as well as managing documentation.
Key Responsibilities
Project Delivery, Execution & Coordination
Track and manage progress across ERS workstreams, including scope and requirements finalisation, tender activities, vendor clarifications, and follow‑up actions.
Maintain core project artefacts such as issue and risk trackers, delivery trackers, and follow‑up lists.
Organise and support regular ERS working sessions by preparing agendas and presentation decks, scheduling meetings and stand‑ups, capturing decisions and action items, and following up with task owners to ensure timely completion.
Track and coordinate comments, questions, and clarifications from internal stakeholders and vendors, ensuring timely responses and updates.
Support the documentation and refinement of user journeys and workflows by working with the Product Manager and stakeholders to translate requirements into clear, user‑centred processes.
Assist with records content identification and content migration activities by tracking migration status, validating completeness, and coordinating follow‑ups with stakeholders and vendors.
Apply basic analytical skills to support the tracking and analysis of usage, adoption, and operational metrics.
Provide day‑to‑day execution, coordination, and operational support to the ERS team.
2. Stakeholder & Governance Support
Coordinate with various stakeholders, including record owners, legal and compliance teams, policy owners, and technical teams, to ensure ERS activities remain aligned and progress smoothly.
Support records governance activities by drafting and maintaining records management and governance documentation (including roles and responsibilities, workflows, user‑facing guidelines, and Standard Operating Procedures), under the direction of the Product Manager and relevant stakeholders.
Assist with review cycles by incorporating feedback from business stakeholders and coordinating updates and revisions where required.
3. Change Management & Engagement Support
Support onboarding and change management activities related to the ERS rollout to ensure stakeholders are informed, engaged, and supported throughout the transition.
Assist with stakeholder engagement across business units by coordinating briefings, working sessions, and engagement touchpoints, and tracking related follow‑up actions.
Support the development and execution of change and communication plans by preparing briefing materials, user guides, communication content (such as EDMs, FAQs, quick‑reference guides, and presentation materials), and assisting with rollout and adoption activities.
Collect, consolidate, and synthesise feedback from users and stakeholders to inform improvements to guidance, communications, and adoption efforts.
4. Operations
Create new or modify existing access groups with configurable access levels for different record types based on operational and business requirements.
Support offboarding processes by updating or replacing Record Owners within the system to ensure continuity and operational stability.
Skills & Experience
1. Required
Strong execution and follow‑through skills; comfortable tracking actions, chasing updates, and closing loops.
Highly organised with strong attention to detail and document discipline.
Able to work effectively with a wide range of stakeholders, including governance, legal, technical, and business teams.
Clear written and verbal communication skills, particularly for capturing decisions and documenting actions
2. Preferred
Experience supporting enterprise‑wide, compliance, governance, or platform‑type projects
Exposure to records management, information governance, or internal digital products is an advantage but not required.
Familiarity with Microsoft 365 suite of tools, including Copilot.
Familiarity with conversational AI tools; willingness to stay up to date with new features.
Basic Python knowledge is an advantage (e.g., simple scripts, data handling, or analysis) but not mandatory.
Interested candidates, please click on the following link to begin your job search journey and submit your curriculum vitae (CV) directly through the official PERSOL job application platform - GO.
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