CASEPROJECT TEAM ASSISTANT

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