Project Management Event Assistant

About the Role

This position offers support to the project management team in organizing, coordinating, executing, and following up on event activities. The role ensures smooth communication among internal departments, vendors, contractors, and event participants.

Primary Responsibilities

• Assist in developing project plans, timelines, and progress tracking tools.
• Monitor daily task progress, noting any delays or outstanding items.
• Liaise effectively with internal teams, external suppliers, contractors, and event stakeholders.
• Coordinate meeting arrangements, draft agendas, record minutes, and track action items.
• Prepare and maintain up-to-date reports on project status, task lists, and follow-ups.
• Support operational and logistical needs related to event execution.
• Handle tasks related to registration, participant management, venue setup, and on-site support when necessary.
• Track service and deliverable adherence to agreed project scope and schedules.
• Maintain organized project documentation, including correspondence, contracts, and files.
• Provide on-site assistance throughout event preparation, delivery, and operations phases.
• Report any risks, delays, or operational issues promptly to the Project Manager.
• Carry out additional project-related responsibilities essential for event success.

Qualifications and Requirements

• Must be a Saudi national.
• At least 3 years' experience in project management, event coordination, or related operational roles.
• Fluency in both Arabic and English in written and spoken forms.
• Excellent organizational ability, coordination expertise, and effective time-management skills.
• Competence in preparing reports, meeting notes, and task follow-up documents.
• Capability to multitask and perform effectively under pressure.
• Proficiency using Microsoft Office suite, especially Excel, PowerPoint, and Word.
• Strong communication and teamwork skills with coordination capabilities.
• Flexibility to travel and work onsite during event setup, execution, and completion.
• Prior experience in handling conferences, exhibitions, or major events is an advantage.