CASEPROJECT TEAM ASSISTANT

Duncan & Ross; Abu Dhabi; On-site; AED 80,000 - 120,000; Full time

Job summary

A leading consultancy firm is seeking a Project Team Assistant in Abu Dhabi to support project operations and logistics. You will be responsible for coordinating meetings, managing team travel logistics, and overseeing administrative activities, which are critical for the success of project execution. The ideal candidate should have at least 3 years of experience, an Emirates ID, and the ability to work in a fast-paced environment. This is an excellent opportunity to grow within a dynamic team.

Qualifications

• Minimum of 3 years experience in a similar role.
• Background in financial services, management consulting or professional services is highly desirable.
• Must have Emirates ID and can join immediately.

Responsibilities

• Support ongoing project team with meeting planning and operations.
• Lead PMO administrative activities and maintain accurate trackers.
• Act as primary liaison with clients for logistics and approvals.
• Organize conference rooms and coordinate events.
• Manage travel logistics for a large team.

Skills

Organizational skills

Problem-solving

Verbal communication

Written communication

Negotiation

Multitasking

Attention to detail

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Outlook

CRM systems (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