Project Management Event Assistant

Job Overview

The role involves aiding the project management team throughout the entire event lifecycle, including planning, coordinating, executing, and post-event follow-up. It entails liaison duties among internal departments, service providers, contractors, and participating parties to ensure smooth event delivery.

Core Responsibilities

• Support the Project Manager by preparing detailed project plans, timelines, and tracking tools.
• Maintain regular updates on daily activities, highlighting progress, delays, and pending items.
• Serve as coordinator between internal teams, suppliers, contractors, and event participants.
• Arrange meetings, set agendas, record minutes, and oversee follow-up on decisions.
• Generate and refresh project status reports, task schedules, and tracking documents.
• Assist in meeting the operational and logistical needs of the event.
• Help manage registration, participant coordination, venue setup, and on-site operations when needed.
• Monitor that all service deliveries conform to the approved scope and schedule.
• Organize and archive project documentation, correspondence, contracts, and related files.
• Provide on-ground support during event preparation, execution, and operational stages.
• Report any risks, delays, or operational hurdles promptly to the Project Manager.
• Perform additional project-related tasks essential for successful event execution.

Qualifications and Requirements

• Must be a Saudi national.
• At least three years of experience in project management, event coordination, event operations, or a matching field.
• Proficient in both written and spoken Arabic and English.
• Excellent skills in organization, coordination, and time management.
• Adept at producing reports, meeting summaries, and follow-up documents.
• Ability to handle multiple tasks under pressure effectively.
• Competent in Microsoft Office suite, particularly Excel, PowerPoint, and Word.
• Strong interpersonal communication, coordination, and teamwork capabilities.
• Availability and flexibility to travel to and work at event locations during preparation and event days.
• Experience with conferences, exhibitions, or large-scale events is advantageous.

Additional Information

The job requires on-site presence and the willingness to work from event locations during critical phases. Candidates are expected to be proactive in highlighting challenges to the management and to foster seamless teamwork and coordination.