About the Role
As a Senior Project Manager working with Portfolio 2 delivery teams, you will be responsible for developing detailed project plans and timelines. Your role will involve breaking down events into key phases such as pre-event, event execution, and post-event, identifying major deliverables, and creating a project schedule. Coordinating with all stakeholders to define the scope, set expectations, and establish deadlines for each milestone is critical to your success.
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What You Will Do
Stakeholder Management
- Act as the primary liaison between internal and external stakeholders, including event sponsors, exhibitors, clients, vendors, and internal teams (marketing, operations, technical teams, etc.).
- Ensure all stakeholders understand their roles, requirements, and timelines, fostering clear communication and alignment.
- Manage expectations and address concerns to maintain strong relationships and ensure smooth collaboration.
Feature Management
- Oversee the planning and execution of event features such as workshops, deals hubs, competitions, activations, and closed-door roundtable conferences.
- Manage these features from concept to delivery, ensuring they align with the event’s goals and enhance the attendee experience.
- Collaborate with operations and suppliers to bring innovative ideas to elevate the look, feel, and flow of the event.
Risk Management
- Identify potential risks (e.g., venue issues, technical failures, supplier delays) and develop contingency plans to mitigate them.
- Maintain risk logs, assess impact, and implement mitigation strategies to ensure smooth event delivery.
- Continuously monitor risks throughout the project lifecycle and adapt plans as needed.
Coordination of Multi-Functional Teams
- Act as the central hub for coordinating efforts across various functional teams (marketing, logistics, technical, legal, etc.).
- Align tasks and timelines to avoid bottlenecks and ensure all teams are working toward the same goals.
- Maintain a broader view of the event flow to ensure seamless execution and integration of all components.
Venue and Vendor Management
- Secure and manage venues, suppliers, and vendors, including negotiating contracts and ensuring timely delivery of goods and services.
- Build and maintain strong relationships with third-party providers such as audio-visual companies, caterers, and transportation services.
- Ensure all deliverables meet quality standards and align with the event’s vision.
Communication and Reporting
- Establish regular meetings, status reports, and communication plans to keep all parties informed about progress, risks, and changes.
- Act as the primary point of contact for resolving issues during the project lifecycle.
- Provide clear and concise updates to stakeholders, ensuring transparency and accountability.
Post-Event Evaluation and Reporting
- Conduct post-event reviews to assess success metrics and gather feedback from stakeholders.
- Prepare a final report summarizing achievements, lessons learned, and recommendations for future events.
- Track post-event milestones and support the rollout of new event launches.
Qualifications
You will have:
- Experience or exposure in managing mid – large scale trade exhibitions, conferences, sports events or FMCG launches and events
- Ability to manage multiple projects and deliverables at different stages of the project life cycle
- Exposure to evaluating and managing inter-departmental processes and milestones
- Stakeholder interaction and management, both internal teams and external partners across all levels
- Risk management and mitigation planning
- Exposure to MS Office/Office 365 suite of software, Smart Sheets and Airtable
Demonstrated Skills
- Ability to perform critical work involving judgement, accuracy and speed with minimal supervision
- Computer literate and proficient in the use of Microsoft Word, Excel, Airtable and Smart Sheets.
- Able to prioritise work tasks, and deadlines, proficient in using scheduling tools
- Proactive and self-motivated
- Interpersonal and customer-facing skills
- Cultural awareness and sensitivity
Additional Information
What you will get
- BUPA Medical Insurance for you and your family
- Annual leave – 25 days
- Remote working on Sundays
- Working anywhere – 1 month every year
- Wellbeing Benefits
- Family visa costs (up to a max of three children)
- Individual annual flight allowance for expats
International Relocation Package*
- Paid flight to Riyadh – for you and your family (up to a max of three children)
- 60 days of accommodation or a suitable serviced apartment from your arrival date, or a one-off payment of SAR 5,000
- Up to SAR 2,500 reimbursement of shipping goods/excess baggage costs
- Individual paid flight home and an end-of-service gratuity payment when leaving the company*
Local Relocation Package*
- Paid flight to Riyadh – individual and family (up to a max of three children)
- 30 days accommodation or a suitable serviced apartment from your arrival date, or a one-off payment of SAR 5,000
- Up to SAR 2,500 reimbursement of shipping goods/excess baggage costs
*If eligible
