JOB OVERVIEW:

The Project Team Assistant will support an ongoing Middle East Project team with meeting planning, other administrative and operational project related duties

This is a unique growth opportunity to work in a dynamic, fast-paced market, with direct exposure to our Partners and senior internal stakeholders.

KEY RESPONSIBILITIES:

Project Management Office (PMO) Administration & Finance

• Lead and manage all PMO administrative activities, maintaining accurate and timely trackers
• Ensure that specific PMO tools are populated accurately and on time by designated owners,
• including staffing / project resources tracker (timesheet, headcount, time off etc.)
• Monitor and ensure compliance for team expenses, including approval coordination and policy
• adherence.
• Oversee onboarding and offboarding processes, ensuring proper access provisioning and
• deprovisioning for all team members.
• Support additional administrative and financial PMO tasks as required by the project.

Client & Stakeholder Coordination

• Act as primary liaison with client administrative and operations teams to coordinate logistics, facilities, calendar management, and necessary approvals.
• Manage PMO administration requests, tool access, and facilitate cross-team coordination.
• Coordinate security clearance processes and site access authorization for team members and external experts, including tracking submissions and access credentials.

Logistics & Facilities Management

• Organize and manage conference rooms, meeting spaces, and building access for workshops, steering committees, and executive meetings.
• Negotiate hotel rates, coordinate accommodation bookings for the team and visiting experts, and manage accommodation budgets and utilization.
• Plan and execute logistics for external experts: invitations, travel, accommodation, on-site
• access, and reimbursements, maintaining relevant trackers.
• Coordinate onsite catering and event logistics for workshops, town halls, and other events.
• Oversee additional administrative logistics such as vendor liaison (drivers, translators,
• interpreters), bookings, and other project-specific needs.

Travel & Onsite Support

• Manage weekly travel logistics for a large team (20+ members), ensuring adequate space,
• amenities, and coordination.
• Assign and manage drivers and translators to support team operations.
• Facilitate security clearances and ensure seamless onsite access to client locations.
• Support demanding and time critical administrative tasks, such as preparing briefing materials very early morning for client meetings.

Event Management:

Plan and manage client and internal team events, including town halls, workshops, dinners, and other gatherings.

EXPERIENCE REQUIRED:

• Minimum of 3 years experience in a similar role.
• Background in financial services, management consulting, or professional services is highly desirable.
• Proven experience managing relationships and interacting with stakeholders across complex, dynamic matrix organizations.
• Must have Emirates ID and can join immediately

Skills and Attributes:

• Positive, proactive, and collaborative team player.
• Highly organized, detail-oriented, and can work independently or in teams.
• Professional and tactful, confident engaging with all organizational levels.
• Strong problem solver, adept at working with teams to achieve goals.
• Thrives in fast-paced, client-focused environments.
• Excellent verbal and written communication across diverse and virtual settings.
• Effective negotiator with clients at all levels.
• Strategic thinker, contributing to team and project success.
• Skilled at multitasking, prioritization, and time management under pressure.
• Flexible, results-driven, and hardworking.
• Self-starter with strong initiative and autonomy.
• Methodical with excellent attention to detail.
• Committed to contributing positively to company culture and environment.

Technical Skills:

• Proficient in Microsoft Word, PowerPoint, Excel, and Outlook.
• Skilled in data analysis and reporting.
• Experience with CRM systems (Microsoft Dynamics) and SharePoint are advantageous.

Vertical: 

Technology