Assistant Project Manager

Beacon Technologies; Town of Middleton (WI); On-site; USD 27,552 - 41,328; Part time

Job summary

Beacon Technologies is seeking an Assistant Project Manager for our client partner in a part-time role. You will provide program and operational support across project governance, planning artifacts, and marketing workflow execution, coordinating gate reviews and launch meetings.

You will maintain key trackers and portals, support strategy administration, and run intake/traffic control activities to keep cross-functional work moving on time with clear ownership.

Qualifications

• Experience coordinating recurring meetings (agenda creation, pre-reads, notes/actions, and follow-ups).
• Working knowledge of project/program management fundamentals (e.g., schedules, dependencies, RAID, approvals/governance).
• Experience maintaining trackers, dashboards, calendars, and shared portals with strong attention to detail.
• Ability to manage high-volume intake/traffic control processes and route work to appropriate owners.
• Strong written and verbal communication skills, including stakeholder follow-up and status reporting.
• Proficiency with common productivity tools (e.g., spreadsheets, presentations, calendars, and collaboration platforms).

Responsibilities

• Coordinate Gate Review coordination and launch meetings.
• Pull gate lists and confirm plans with PMs.
• Create agendas for recurring meetings and distribute pre-reads.
• Maintain and distribute post-meeting approvals.
• Update WBS and link to resourcing trackers.
• Support strategy administration and marketing workflow execution.
• Manage intake/traffic control and route work to owners.
• Monitor RAID, dependencies, and resource utilization.

Skills

Meeting coordination

Project governance

Tracker & dashboard maintenance

Stakeholder communication

Time management

Tools

Smartsheet

Spreadsheets

Job description

Beacon Technologies is seeking an Assistant Project Manager for our client partner. This part-time role provides program and operational support across project governance, planning artifacts, and marketing workflow execution. The position coordinates recurring gate reviews and launch meetings, maintains key trackers and portals, supports strategy administration, and runs intake/traffic control activities to keep cross-functional work moving on time and with clear ownership.

Key Responsibilities:

• Gate Review coordination (~10 hours/month)
• Pull gate list and confirm plans with Program Managers (PMs).
• Create agendas for three recurring meetings.
• Collect and distribute pre-reads.
• Send post-meeting approval requests and follow up on responses.
• Communicate final approvals to stakeholders.
• Upload final presentations and materials.
• Work Breakdown Structure (WBS) updates/creation for non-PJM projects (~10 hours/month)
• Strategy support / administrative support (~10 hours/week)
• Provide administrative and coordination support for strategy-related workstreams (e.g., leader/admin tasks).
• Portal and calendar upkeep (~5 hours/month)
• Perform monthly review and updates to ensure accuracy and usability.
• Linking of new projects (WBS) (~5–10 hours/month)
• When new WBS items are created, link them to the Resourcing Tracker and other applicable sheets/dashboards (near-term future state).
• Resourcing Tracker upkeep (~5 hours/month)
• Monitor for out-of-date information and follow up with owners to refresh data.
• Launch meeting and activities coordination (~2 hours/month)
• Drive agenda and follow-up actions from weekly PBT/Marketing meetings.
• Schedule Go/No-Go and Go-To-Market meetings.
• Marketing Traffic Control / Intake Management (Control Center; ~10–15 hours/week total)
• Triage and process ~30 projects per week by cleaning up intake tasks and assigning work to owners.
• Maintain and standardize project plans (intake processing ~10–15 minutes per project; ~10 hours/week):
  • Remove unnecessary task sections.
  • Match and adjust due dates.
  • Assign resource names.
  • Maintain portfolio view (~2 hours/day)
  • Monitor RAID (risks, assumptions, issues, dependencies) and follow up on tasks.
  • Monitor resource utilization and flag constraints.

Qualifications:

• Experience coordinating recurring meetings (agenda creation, pre-reads, notes/actions, and follow-ups).
• Working knowledge of project/program management fundamentals (e.g., schedules, dependencies, RAID, approvals/governance).
• Experience maintaining trackers, dashboards, calendars, and shared portals with strong attention to detail.
• Ability to manage high-volume intake/traffic control processes and route work to appropriate owners.
• Strong written and verbal communication skills, including stakeholder follow-up and status reporting.
• Proficiency with common productivity tools (e.g., spreadsheets, presentations, calendars, and collaboration platforms).

Preferred Qualifications:

• Experience supporting marketing operations, creative operations, or portfolio management.
• Hands-on experience with WBS creation/maintenance and linking work across multiple trackers/dashboards.
• Comfort operating in a fast-moving, cross-functional environment with shifting priorities.
• Smartsheet experience

Key Skills:

• Operational rigor and follow-through
• Stakeholder management and diplomacy
• Organizing information (agendas, approvals, pre-reads, trackers)
• Process improvement mindset
• Time management across weekly and monthly cadences

About Beacon Technologies

Are you looking to advance your career in information technology? Beacon Technologies offers career advancement opportunities, extensive training, and excellent benefits including paying for health and dental premiums for salaried employees. In addition to providing interesting opportunities, Beacon Technologies provides that old fashioned, personal touch, so you feel like a part of the Beacon team.

Beacon Technologies, Inc. is an equal employment opportunity employer with a functioning Aff…? It is the policy of Beacon Technologies, Inc. to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, national origin,genetic information, ethnicity, ancestry, disability, medical condition, military and veteran status, or any other characteristic protected by law. Beacon Technologies, Inc. prohibits any such discrimination or harassment.