CASE/PROJECT TEAM ASSISTANT

Duncan & Ross; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A consulting firm in Abu Dhabi is seeking a Project Team Assistant to support their Middle East Project team with various administrative and logistical tasks. The ideal candidate should have at least 3 years of experience in a similar role, strong organizational skills, and the ability to engage with stakeholders. Proficiency in Microsoft Office tools is essential. This position offers a unique opportunity for growth in a fast-paced environment and requires immediate availability with an Emirates ID.

Qualifications

• Minimum of 3 years experience in a similar role.
• Emirates ID and ability to join immediately.
• Background in financial services or consulting is desirable.

Responsibilities

• Support ongoing Middle East Project team with meeting planning.
• Act as primary liaison with client and operations teams.
• Lead PMO administrative activities and maintain trackers.
• Plan and manage logistics for team travel.
• Organize client and internal events.

Skills

Organizational skills

Communication skills

Problem-solving skills

Negotiation skills

Detail-oriented

Team player

Tools

Microsoft Word

Microsoft PowerPoint

Excel

Microsoft Outlook

Microsoft Dynamics

SharePoint

Job description

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