Assistant Project Manager

SEA Ventures Group  is a strategic innovation and entrepreneurship force driving growth across Saudi Arabia’s most promising sectors. We specialize in accelerators, incubators, venture building, tailored training programs with internationally recognized professional certifications. Additionally, we provide comprehensive branding, marketing, and event management services, enabling startups, corporations, and government entities to innovate, scale, and achieve sustainable growth.

Job Description

Job Summary:

The Assistant Project Manager supports the planning, coordination, and execution of projects to ensure timely, high-quality delivery. Working closely with the Project Manager, this role provides administrative, operational, and coordination support across project planning, stakeholder communication, reporting, documentation, and day-to-day project activities. The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Project Planning & Coordination

• Assist in planning, coordinating, and executing project activities and deliverables.
• Support the development of project plans, schedules, timelines, milestones, and resource requirements.
• Coordinate day-to-day project activities to ensure timely completion of tasks and smooth project execution.
• Monitor project timelines, budgets, deliverables, and overall progress, reporting variances, risks, or delays to the Project Manager.
• Coordinate project meetings, schedules, and follow-up activities across internal teams and external stakeholders.
• Collect, organize, and analyze project data to monitor progress and support informed decision-making.
• Maintain accurate and up-to-date project plans, documentation, budgets, records, and project files.
• Identify project risks, issues, and dependencies, and escalate them to the Project Manager with recommended actions when appropriate.

Administrative & Operational Support

• Coordinate administrative activities, including scheduling meetings, preparing agendas, handling correspondence, and maintaining organized filing systems.
• Prepare project reports, proposals, presentations, and other supporting documentation.
• Process and track purchase orders, invoices, contracts, and other project-related documentation.
• Maintain accurate records of project expenditures, financial transactions, and supporting documentation.
• Coordinate meeting logistics, presentation materials, virtual collaboration platforms, and other project support tools.
• Maintain version control of project documents and ensure compliance with organizational documentation standards.

Communication & Stakeholder Management

• Support project communications through meetings, phone calls, written correspondence, and digital communication platforms.
• Build and maintain positive working relationships with internal teams, clients, vendors, and external stakeholders.
• Attend meetings, prepare detailed Minutes of Meeting (MoM), and follow up on action items to ensure timely completion.
• Attend internal and external meetings, workshops, and industry events, representing the project team when required.
• Prepare and coordinate client and vendor proposals, quotations, and related documentation while supporting negotiations and follow-up activities.

Monitoring & Reporting

• Monitor project performance against timelines, budgets, and deliverables, and prepare regular status reports and performance updates.
• Analyze project data to identify trends, risks, opportunities, and areas for improvement.
• Prepare project documentation and reports before, during, and after project implementation.
• Maintain accurate project records and ensure timely reporting to the Project Manager and relevant stakeholders.

Process Improvement

• Identify opportunities to improve project management processes, workflows, and operational efficiency.
• Recommend improvements to project documentation, reporting methods, databases, and administrative procedures.
• Support the implementation of process improvements and best practices across projects.

Cross-functional Support

• Collaborate with cross-functional teams to ensure successful project delivery and organizational objectives are achieved.
• Provide support to team members and assist with additional project-related tasks as assigned.
• Adapt to changing priorities, project requirements, and deadlines while maintaining a high standard of quality.
• Demonstrate flexibility to accommodate occasional after-hours work, weekends, or travel requirements based on business needs.

Qualifications

• Bachelor's degree in Project Management, Business Administration, Management, Engineering, or a related field.
• 1–3 years of experience in project coordination, project management, operations, or a similar role.
• Project management certification is an advantage.
• Experience coordinating multiple projects simultaneously in a fast-paced environment is preferred.
• Experience with budgeting, reporting, procurement processes, or contract administration is an advantage.

Additional Information

Technical Skills

• Knowledge of project management principles, methodologies, and best practices.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook).
• Experience using project management tools such as Microsoft Project, Asana, Monday.com, ClickUp, Jira, Trello, or similar platforms.
• Strong documentation, reporting, and presentation skills.
• Ability to analyze project data and prepare accurate reports and dashboards.
• Familiarity with budgeting, scheduling, and resource planning.

Core Competencies

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Problem-solving and critical thinking abilities.
• Proactive, adaptable, and able to work effectively in a fast-paced environment.
• Strong interpersonal and stakeholder management skills.
• Ability to work independently and collaboratively within cross-functional teams.
• High level of professionalism, integrity, and confidentiality.
• Willingness to learn, take initiative, and continuously improve processes.