161 Project Assistant jobs in Saudi Arabia

Responsibilities:

1. Administrative Support:
   • Schedule and coordinate project meetings, events, and travel arrangements.
   • Prepare and distribute meeting agendas, take minutes, and follow up on action items.
   • Maintain organized project documentation and ensure proper filing.
2. Communication:
   • Act as a liaison between project team members and external stakeholders.
   • Draft, review, and distribute project-related communications and updates.
   • Ensure effective communication within the project team.
3. Project Planning and Coordination:
   • Assist in developing and maintaining project plans and schedules.
   • Track project milestones, deliverables, and deadlines.
   • Coordinate resources and logistics to support project tasks.
4. Data Management:
   • Collect, analyze, and report on project data and performance metrics.
   • Maintain project databases and ensure data accuracy and integrity.
   • Assist in preparing project reports and presentations.
5. Financial Management:
   • Monitor project budgets and expenditures, ensuring compliance with financial guidelines.
   • Assist in preparing budget reports and financial documentation.
   • Process invoices and track project-related expenses.
6. Risk Management:
   • Assist in identifying and managing project risks and issues.
   • Help develop and implement risk mitigation strategies.
   • Document and escalate issues as necessary.
7. Quality Assurance:
   • Ensure project deliverables meet quality standards and client requirements.
   • Support the implementation of project management methodologies and best practices.
   • Conduct project reviews and gather feedback for continuous improvement.
8. Resource Management:
   • Assist in managing project resources, including personnel, equipment, and materials.
   • Coordinate resource allocation and monitor usage.
   • Maintain records of resource availability and allocation.
9. Logistics and Procurement:
   • Manage procurement processes, including obtaining quotes and coordinating purchases.
   • Ensure timely delivery of materials and services required for the project.
   • Maintain inventory records and manage logistics.
10. Support for Project Management Tools:
    • Utilize project management software to track project progress and update plans.
    • Train team members on the use of project management tools and software.
    • Ensure effective and efficient use of project management tools.
11. Ad Hoc Tasks:
    • Provide general support to the project manager and team as needed.
    • Assist with special projects and tasks as they arise.
    • Adapt to changing project requirements and priorities.

Requirements:

Qualifications:

• Bachelor’s degree in business administration, Project Management, or a related field (or equivalent experience).
• Proven experience as a Project Assistant or similar administrative role.
• Proficiency in project management software (e.g., MS Project, Asana, Trello).
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Attention to detail and problem-solving abilities.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Preferred Qualifications:

• Certification in project management (e.g., CAPM, PMP) is a plus.
• Experience in (specific industry or field relevant to the position).
• Familiarity with financial management and budgeting principles.

• Provide support for Project Managers/Managing Directors and project team.
• Create materials for distribution for meetings/calls.
• Assist with maintenance of project schedules and coordinating team members; report on status of the project to Project Managers/Managing Directors.
• Open new projects on internal portal and draft letters of engagement with oversight maintain and track projects’ database, maintain and update various logs (daily/weekly).
• Conduct research, compile data; and draft business proposals/requests for proposals (RFPs).
• Assist in project accounting including cost accounting.
• Process expense reports and billing in regards to ongoing projects, ensuring that the invoicing process follows the company’s standard policies, which are reflective of project requirements.
• Work in a fast-paced, busy environment while exhibiting business acumen at the same time, making good judgements when dealing with business situations.
• Demonstrate ability to handle information of a very sensitive nature and exhibit superior judgement as position requires frequent communication and interaction with senior-level personnel.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Attend client debrief meetings, take notes/record meeting minutes and help identify next steps.
• Prepare reports, memos, letters, presentations, and other documents.
• Maintain electronic and hard copy files; file and retrieve corporate documents, records, and reports.
• Maintain and archive all project documentation; coordinate, complete, and distribute project documents, reports and deliverables to internal and external stakeholders.

• Degree in construction management, engineering, and/or related field.
• 2-3 years of experience providing project and administrative support.
• Multilingual skills (Arabic and English) strongly preferred.
• Airport experience preferred .
• Demonstrated ability to make good judgements and display business acumen while dealing with business situations.
• Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline-driven environment maintaining high work quality.
• Excellent oral and written communication skills.
• Ability to work independently to plan, coordinate and organize projects and to think proactively and creatively.
• Highly proficient in all manners of digital communication, social media, and computer skills, including advanced level proficiency in Microsoft Office applications.
• Proficient level in office productivity software, Project Management software experience a plus.
• Strong problem-solving and decision-making capabilities.
• Ability to remain calm under pressure and remain focused.
• Demonstrated discretion and ability to maintain confidentiality.
• Demonstrated ability to work effectively with professionals internal and external to the firm.
• Polished and professional at all times.

• Coordinate across a number of work units within the specified area of work, to ensure efficient work flows and accurate outputs.
• Manage small to mid-sized projects and initiatives, as may be required by the reporting senior.
• Assist seniors in articulating long term plans (3 year, 5 year plans etc.) related to Technical Projects and performs basis analysis of proposed plans.
• Supervise internal process improvement related projects and initiatives, as may be required by the reporting senior.
• Supervise allocation of work programmes to the team and ensures that necessary project management reports and analyses are available on time for decision making purposes.
• Manage medium budget and/or medium risk technical projects and initiatives, in compliance with established project management policies and procedures.
• Ensure effective design of project scope and participates in finalizing project scope for STC’s medium budget and/or medium risk technical projects, in compliance with established standards.
• Manage the routine project management activities of assigned technical projects within a specified scope, by providing guidance on related work processes and ensuring accuracy.
• Participate in the preparation of budgets for assigned STC’s technical projects and ensures that the project implementation is in compliance with established budgets.
• Participate in articulating comprehensive project plans for STC’s assigned technical projects and develops effective project scope, objectives and processes.
• Monitor performance of external consulting firms and coordinates with relevant departments to update the progress of project work undertaken by these firms.
• Ensure effective knowledge transfer related to technical projects from external consulting firms and ensures that all the deliverables are in compliance with internal/external client expectations.
• Participate in identifying risks affecting STC’s assigned technical projects and assists in articulating effective mitigation strategies to address identified risks, in compliance with established standards and best practices.
• Contribute in site acquisition process including owner, contract management, related authorization, procurement, and participate in field activities in coordination with relevant stakeholders.
• Ensure integration and optimization of project portfolio (planned and ongoing projects).
• Supervise the escalation for internal, and external vendors to resolve project issues where required.
• Ensure escalated disputes with vendors are resolved whilst ensuring the project timelines are not affected.
• Maintain up-to-date knowledge of project management trends in the market and regularly coordinates with external agencies to understand capabilities of relevant consulting firms.
• Develop and supervises the respective team members, if needed, for undertaking higher responsibilities.
  
  

At Motorola Solutions, we believe that everything starts with our people. We’re a global close-knit community, united by the relentless pursuit to help keep people safer everywhere. Our critical communications, video security and command center technologies support public safety agencies and enterprises alike, enabling the coordination that’s critical for safer communities, safer schools, safer hospitals and safer businesses. Connect with a career that matters, and help us build a safer future.

A Project & Office Assistant is a multi-faceted administrative professional who provides high-level support to Seniors and Project personnel and also plays a significant role in managing and coordinating projects within the office environment. This role goes beyond traditional administrative tasks, requiring a strong blend of organizational skills, proactive problem-solving, project management aptitude, and excellent communication.

Core Responsibilities and Duties

Executive Support:

• Calendar Management: Meticulously managing complex executive calendars, scheduling meetings, appointments, and travel, and anticipating potential conflicts.
• Communication Hub: Acting as a primary point of contact, screening calls and emails, drafting correspondence, and managing information flow.
• Travel Coordination: Arranging domestic and international travel logistics, including flights, accommodation, ground transportation, and itineraries.
• Expense Management: Preparing and submitting expense reports, tracking budgets, and ensuring compliance.
• Meeting Preparation: Preparing agendas, compiling briefing materials, taking minutes, and following up on action items.
• Confidentiality: Handling sensitive information with the utmost discretion and maintaining strict confidentiality.

Project Management Support:

• Project Coordination: Assisting in the planning, execution, and monitoring of various projects, from small internal initiatives to larger strategic undertakings.
• Timeline and Task Tracking: Developing and maintaining project schedules, tracking deadlines, and reminding team members of upcoming tasks.
• Resource Management: Helping to allocate resources (people, budget, equipment) for projects.
• Communication Facilitation: Organizing project meetings, distributing updates, and ensuring effective communication among stakeholders.
• Documentation: Creating and maintaining project documentation, reports, and presentations.
• Problem Solving: Identifying potential roadblocks and proactively seeking solutions to keep projects on track.

Office Management/Administrative Support:

• Office Organization: Maintaining a tidy and efficient office environment.
• Supply Management: Ordering and maintaining office supplies and equipment.
• Vendor Relations: Liaising with vendors and service providers.
• Data Management: Organizing and maintaining physical and electronic files.
• Event Planning: Assisting with the planning and execution of company events, meetings, or conferences.

Key Skills and Qualifications:

• Exceptional Organizational Skills: Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• Proactive and Resourceful: Anticipates needs, takes initiative, and finds solutions independently.
• Strong Communication (Written and Verbal): Clear, concise, and professional communication with internal and external stakeholders.
• Attention to Detail: Meticulous in all tasks, ensuring accuracy and precision.
• Proficiency in Office Software: Expert user of Microsoft Office & Google Suite and potentially project management software
• Problem-Solving Abilities: Identifies issues and develops effective solutions.
• Discretion and Confidentiality: Handles sensitive information with integrity.
• Adaptability and Flexibility: Thrives in a dynamic environment and adjusts to changing priorities.
• Interpersonal Skills: Builds rapport and works effectively with diverse personalities.
• Time Management: Efficiently allocates time and prioritizes tasks.

EEO Statement

Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic.

We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you’d like to join our team but feel that you don’t quite meet all of the preferred skills, we’d still love to hear why you think you’d be a great addition to our team.

• Calendar Management: Meticulously managing complex executive calendars, scheduling meetings, appointments, and travel, and anticipating potential conflicts.
• Communication Hub: Acting as a primary point of contact, screening calls and emails, drafting correspondence, and managing information flow.
• Travel Coordination: Arranging domestic and international travel logistics, including flights, accommodation, ground transportation, and itineraries.
• Expense Management: Preparing and submitting expense reports, tracking budgets, and ensuring compliance.
• Meeting Preparation: Preparing agendas, compiling briefing materials, taking minutes, and following up on action items.
• Confidentiality: Handling sensitive information with the utmost discretion and maintaining strict confidentiality.
  
  

• Project Coordination: Assisting in the planning, execution, and monitoring of various projects, from small internal initiatives to larger strategic undertakings.
• Timeline and Task Tracking: Developing and maintaining project schedules, tracking deadlines, and reminding team members of upcoming tasks.
• Resource Management: Helping to allocate resources (people, budget, equipment) for projects.
• Communication Facilitation: Organizing project meetings, distributing updates, and ensuring effective communication among stakeholders.
• Documentation: Creating and maintaining project documentation, reports, and presentations.
• Problem Solving: Identifying potential roadblocks and proactively seeking solutions to keep projects on track.
  
  

• Office Organization: Maintaining a tidy and efficient office environment.
• Supply Management: Ordering and maintaining office supplies and equipment.
• Vendor Relations: Liaising with vendors and service providers.
• Data Management: Organizing and maintaining physical and electronic files.
• Event Planning: Assisting with the planning and execution of company events, meetings, or conferences.
  
  

• Exceptional Organizational Skills: Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• Proactive and Resourceful: Anticipates needs, takes initiative, and finds solutions independently.
• Strong Communication (Written and Verbal): Clear, concise, and professional communication with internal and external stakeholders.
• Attention to Detail: Meticulous in all tasks, ensuring accuracy and precision.
• Proficiency in Office Software: Expert user of Microsoft Office & Google Suite and potentially project management software
• Problem-Solving Abilities: Identifies issues and develops effective solutions.
• Discretion and Confidentiality: Handles sensitive information with integrity.
• Adaptability and Flexibility: Thrives in a dynamic environment and adjusts to changing priorities.
• Interpersonal Skills: Builds rapport and works effectively with diverse personalities.
• Time Management: Efficiently allocates time and prioritizes tasks.
  
  

At Motorola Solutions, we believe that everything starts with our people. We're a global close-knit community, united by the relentless pursuit to help keep people safer everywhere. Our critical communications, video security and command center technologies support public safety agencies and enterprises alike, enabling the coordination that's critical for safer communities, safer schools, safer hospitals and safer businesses. Connect with a career that matters, and help us build a safer future.

A Project & Office Assistant is a multi-faceted administrative professional who provides high-level support to Seniors and Project personnel and also plays a significant role in managing and coordinating projects within the office environment. This role goes beyond traditional administrative tasks, requiring a strong blend of organizational skills, proactive problem-solving, project management aptitude, and excellent communication.

Core Responsibilities and Duties

Executive Support:

• Calendar Management: Meticulously managing complex executive calendars, scheduling meetings, appointments, and travel, and anticipating potential conflicts.
• Communication Hub: Acting as a primary point of contact, screening calls and emails, drafting correspondence, and managing information flow.
• Travel Coordination: Arranging domestic and international travel logistics, including flights, accommodation, ground transportation, and itineraries.
• Expense Management: Preparing and submitting expense reports, tracking budgets, and ensuring compliance.
• Meeting Preparation: Preparing agendas, compiling briefing materials, taking minutes, and following up on action items.
• Confidentiality: Handling sensitive information with the utmost discretion and maintaining strict confidentiality.

Project Management Support:

• Project Coordination: Assisting in the planning, execution, and monitoring of various projects, from small internal initiatives to larger strategic undertakings.
• Timeline and Task Tracking: Developing and maintaining project schedules, tracking deadlines, and reminding team members of upcoming tasks.
• Resource Management: Helping to allocate resources (people, budget, equipment) for projects.
• Communication Facilitation: Organizing project meetings, distributing updates, and ensuring effective communication among stakeholders.
• Documentation: Creating and maintaining project documentation, reports, and presentations.
• Problem Solving: Identifying potential roadblocks and proactively seeking solutions to keep projects on track.

Office Management/Administrative Support:

• Office Organization: Maintaining a tidy and efficient office environment.
• Supply Management: Ordering and maintaining office supplies and equipment.
• Vendor Relations: Liaising with vendors and service providers.
• Data Management: Organizing and maintaining physical and electronic files.
• Event Planning: Assisting with the planning and execution of company events, meetings, or conferences.

Key Skills and Qualifications:

• Exceptional Organizational Skills: Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• Proactive and Resourceful: Anticipates needs, takes initiative, and finds solutions independently.
• Strong Communication (Written and Verbal): Clear, concise, and professional communication with internal and external stakeholders.
• Attention to Detail: Meticulous in all tasks, ensuring accuracy and precision.
• Proficiency in Office Software: Expert user of Microsoft Office & Google Suite and potentially project management software
• Problem-Solving Abilities: Identifies issues and develops effective solutions.
• Discretion and Confidentiality: Handles sensitive information with integrity.
• Adaptability and Flexibility: Thrives in a dynamic environment and adjusts to changing priorities.
• Interpersonal Skills: Builds rapport and works effectively with diverse personalities.
• Time Management: Efficiently allocates time and prioritizes tasks.

EEO Statement

Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic.

We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you'd like to join our team but feel that you don't quite meet all of the preferred skills, we'd still love to hear why you think you'd be a great addition to our team.

• Calendar Management: Meticulously managing complex executive calendars, scheduling meetings, appointments, and travel, and anticipating potential conflicts.
• Communication Hub: Acting as a primary point of contact, screening calls and emails, drafting correspondence, and managing information flow.
• Travel Coordination: Arranging domestic and international travel logistics, including flights, accommodation, ground transportation, and itineraries.
• Expense Management: Preparing and submitting expense reports, tracking budgets, and ensuring compliance.
• Meeting Preparation: Preparing agendas, compiling briefing materials, taking minutes, and following up on action items.
• Confidentiality: Handling sensitive information with the utmost discretion and maintaining strict confidentiality.
  
  

• Project Coordination: Assisting in the planning, execution, and monitoring of various projects, from small internal initiatives to larger strategic undertakings.
• Timeline and Task Tracking: Developing and maintaining project schedules, tracking deadlines, and reminding team members of upcoming tasks.
• Resource Management: Helping to allocate resources (people, budget, equipment) for projects.
• Communication Facilitation: Organizing project meetings, distributing updates, and ensuring effective communication among stakeholders.
• Documentation: Creating and maintaining project documentation, reports, and presentations.
• Problem Solving: Identifying potential roadblocks and proactively seeking solutions to keep projects on track.
  
  

• Office Organization: Maintaining a tidy and efficient office environment.
• Supply Management: Ordering and maintaining office supplies and equipment.
• Vendor Relations: Liaising with vendors and service providers.
• Data Management: Organizing and maintaining physical and electronic files.
• Event Planning: Assisting with the planning and execution of company events, meetings, or conferences.
  
  

• Exceptional Organizational Skills: Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• Proactive and Resourceful: Anticipates needs, takes initiative, and finds solutions independently.
• Strong Communication (Written and Verbal): Clear, concise, and professional communication with internal and external stakeholders.
• Attention to Detail: Meticulous in all tasks, ensuring accuracy and precision.
• Proficiency in Office Software: Expert user of Microsoft Office & Google Suite and potentially project management software
• Problem-Solving Abilities: Identifies issues and develops effective solutions.
• Discretion and Confidentiality: Handles sensitive information with integrity.
• Adaptability and Flexibility: Thrives in a dynamic environment and adjusts to changing priorities.
• Interpersonal Skills: Builds rapport and works effectively with diverse personalities.
• Time Management: Efficiently allocates time and prioritizes tasks.
  
  

About Us

Businesses are complex, and so are their workflows and challenges. Off-the-shelf AI solutions often fall short of meeting unique needs. At VisionX, we bridge this gap with deep AI expertise and an understanding of your processes, pain points, and goals. Since 2017, AI has been our core, enabling us to deliver tailored systems for businesses and customers. As innovation partners to world-leading brands and Fortune 1000 companies, we specialize in product strategy and custom application development, leveraging agile methods, accelerators, and pre-trained AI assets to fast-track your AI journey while creating Intellectual Property.

Recognized among Fast Company’s Top 10 Most Innovative Companies of 2020—alongside Microsoft and Snap Inc.—VisionX delivers cutting-edge solutions across industries. Our expertise spans computer vision, 3D modeling, AR, VR, decision sciences, and IoT, solving diverse challenges with precision and innovation. By aligning technology with your objectives, we deliver transformative solutions that drive growth.

Your Role:

As a Project Management Officer at VisionX, you will play a critical role in the successful execution of IT projects and initiatives, ensuring alignment with organizational strategies and compliance with relevant standards. You will be responsible for managing project lifecycles, mitigating risks, and driving continuous improvement within the IT department.

Responsibilities:

1. Ensure alignment of project goals with organizational strategies between ITMS & IT contracts.
2. Utilize project management tools (Jira, Service Now & MS Project) to track milestones, dependencies, and timelines.
3. Set up dashboards for real-time monitoring and reporting of project status to identify potential delays, bottlenecks, or risks early.
4. Develop risk mitigation strategies and escalate critical issues to senior management when necessary.
5. Ensure that continuous improvement projects are aligned with business goals and are focused on adding measurable value.
6. Implement change management processes to manage any modifications in workflows, tools, or technology related to continuous improvement.
7. Ensure that compliance projects are delivered in adherence to legal, regulatory, and internal standards.
8. Regularly audit and review project processes to ensure they comply with required frameworks.
9. Coordinate with compliance teams to address any evolving standards or regulatory changes.

What You Need:

1. 8+ years of experience in IT project management, with a proven track record of successful project delivery.
2. Strong understanding of project management methodologies (e.g., Agile, Kanban, Scrum) and their application in a dynamic IT environment.
3. Proficiency in project management tools (e.g., Jira, MS Project, Azure DevOps) and reporting dashboards.
4. Excellent analytical and problem-solving skills with the ability to identify and mitigate risks proactively.
5. Strong communication and interpersonal skills, with the ability to effectively collaborate with cross-functional teams and stakeholders at all levels.
6. Excellent organizational and time-management skills with the ability to prioritize and manage multiple projects simultaneously.
7. Strong understanding of IT service management (ITSM) frameworks and best practices.
8. Experience in a regulated industry (e.g., finance, healthcare) is a plus.
9. Relevant certifications such as PMP, PgMP, or PMI-ACP are preferred.

Why Choose Us

Our global network of industry experts and mentors helps shape your growth and future. We believe in delivering client value through our work. We build products that are not good or great, but outstanding.

You deliver! We will make your stay and journey with us worthwhile.

We are an equal opportunity employer, and we value diversity. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other legally protected status.