Project Operations Lead at RecruitMyMom

Job Description

• This is a remote position.
• A premier international B2B Media and Information business is looking for a technical Microsoft 365 Power User to act as the operational anchor for a high-volume global portfolio. This is a fully remote, independent contracting role for an initial 2-month intensive setup phase with potential for long-term maintenance. The role requires between 25–40 hours per week, with the absolute priority being the integrity of the project plans and the success of the roll-out.
• Managing a portfolio of 20 live international conferences, 50 webinar weeks, and a range of publishing projects annually, the business requires a coordinator who can translate event logistics into a streamlined, transparent digital ecosystem. The core objective is to transition the company toward a centralised way of working where every project is templated, every dependency is mapped, and the leadership team has total visibility of project health at all times.

Responsibilities: 

• Project Plan Construction: Build and deploy standardized Microsoft Planner templates for every live event, webinar, and content project. This involves adding plans to the correct Teams channels, mapping task dependencies, and setting milestone dates that work backwards from each event's delivery date.
• The "Closed-Loop" Coordinator: Attend project meetings as an observer to capture notes in Microsoft Loop and update Planner boards in real-time. You will be responsible for "closing the loop"—following up with team members on outstanding actions between meetings to ensure everything stays on track.
• Operational Command: Maintain the relationship between Teams sites, channels, and Planner plans. You will ensure that when any meeting opens, the first thing the team sees is a live, accurate view of what is overdue and what is at risk.
• Communication Management: Utilize Tags within Teams to direct communications to the right subsets of people, ensuring coordination without creating notification fatigue for the wider team.
• Systems Evolution: Progressively refine master templates based on real-world delivery to ensure they become more accurate and reusable with every event cycle.

Requirements

• Microsoft 365 Architecture: Expert-level knowledge of the M365 Ecosystem, specifically Teams, Planner, and Loop. You must understand the "plumbing"—specifically how task architecture in Planner flows into Microsoft To Do and how Tags (not just mentions) manage communication flow across a complex Team structure.
• Operational Persuasion: You possess the "professional grit" required to work directly with a Managing Director and the confidence to hold senior stakeholders accountable to their specific dependencies diplomatically. You are comfortable closing "action loops" in a fast-paced environment.
• Parallel Project Management: Proven experience managing a massive portfolio of 70+ overlapping projects annually. You find professional satisfaction in "clean data" and keeping high-volume, high-stakes systems perfectly synchronized.
• Systemic Ownership: You take quiet, consistent ownership of the business rhythm. We are looking for an expert who will proactively audit the boards, fix date logic errors instantly, and refine master templates without waiting for a list of instructions.
• Remote Professionalism: A fully equipped remote office with professional-grade internet and hardware is essential for this high-execution role.