Job Title: Executive Assistant / PMO Specialist
Location: Riyadh, Saudi Arabia
Duration: ASAP – February 2028
Role SummaryWe are seeking a highly organised, proactive, and detail-oriented Executive Assistant / PMO Specialist to provide high-level administrative and project management support within a senior C-level office. This role is primarily focused on Project Management Office (PMO) coordination, combined with executive-level support. The successful candidate will coordinate key priorities, monitor project deliverables, maintain action trackers, follow up with internal departments and stakeholders, and support the smooth execution of day-to-day activities across the office. The role also involves managing a senior C-level executive's calendar, coordinating meetings, preparing briefing materials, tracking follow-up actions, and ensuring that priorities and deadlines are properly managed.
Employment Type: Full-time, Project-Based
Work Arrangement: On-site
Key Responsibilities
- * PMO & Project Coordination
- Support the planning, coordination, and monitoring of key strategic initiatives and ongoing projects.
- Maintain comprehensive project trackers, action logs, milestone schedules, and progress reports.
- Monitor project timelines, deliverables, and deadlines, ensuring timely updates.
- Follow up with department heads, project leads, and internal teams on outstanding actions.
- Identify delays, bottlenecks, and potential risks, escalating issues when necessary.
- Coordinate cross-functional activities to ensure alignment between departments.
- Prepare regular status reports, progress summaries, and management updates.
- Assist in tracking project milestones, KPIs, and operational objectives.
- Maintain organised documentation, meeting records, project files, and reporting dashboards.
- Support development and improvement of PMO processes, templates, and reporting structures.
- Executive Support & Calendar Management
- Manage and coordinate the calendar and daily schedule of a senior C-level executive.
- Organise internal and external meetings, appointments, and business engagements.
- Coordinate meeting invitations, attendance confirmations, agendas, and documentation.
- Prioritise meeting requests and manage scheduling conflicts.
- Prepare daily and weekly schedules.
- Maintain a structured follow-up system for decisions and action points.
- Prepare briefing notes, presentations, and reports for senior-level meetings.
- Handle confidential information with discretion and professionalism.
- Meeting Management & Stakeholder Coordination
- Coordinate and facilitate management meetings and project review sessions.
- Prepare meeting agendas and distribute documents.
- Record meeting minutes, decisions, and action items.
- Maintain action trackers and follow up with stakeholders.
- Coordinate communication between senior management and departments.
- Escalate outstanding matters to decision-makers.
- Support preparation of executive presentations and reports.
- Reporting & Documentation
- Consolidate updates from departments into structured reports.
- Prepare dashboards, progress summaries, and presentations.
- Maintain accurate records of documentation, decisions, and correspondence.
- Ensure reports and trackers are updated regularly.
- Support document control and organisation of records.
- Administrative & Operational Support
- Oversee day-to-day coordination within the executive office.
- Coordinate with internal teams and external stakeholders.
- Manage incoming requests, correspondence, and follow-ups.
- Support organisation of workshops and business engagements.
- Ensure administrative processes are efficient and aligned with requirements.
Required Skills* Advanced Microsoft Excel skills for trackers, reporting, and data consolidation.
* Strong proficiency in Microsoft PowerPoint.
* Proficiency in Microsoft Word and Outlook, particularly calendar and meeting management.
* Experience with project management tools (MS Project, Monday.com, Asana, Jira, or similar) is an advantage.
* Ability to develop and maintain project dashboards, action logs, and reporting templates.
* Strong planning, organisation, and coordination abilities.
* Proactive approach to following up on deliverables.
* Excellent attention to detail and accuracy.
* Strong analytical and problem-solving skills.
* Ability to work independently and anticipate management requirements.
* Confident communicating with senior stakeholders and cross-functional teams.
* Ability to work under pressure and adapt to changing priorities.
Required Qualifications
- * Bachelor's degree in Business Administration, Project Management, Management, or a related field.
- Previous experience supporting senior management, C-level executives, or leadership teams.
- Demonstrated experience in PMO activities, including project tracking, reporting, action management, and stakeholder coordination.
- Strong experience in calendar management and executive-level administrative support.
- Excellent organisational and time-management skills.
- Strong written and verbal communication skills.
- Excellent stakeholder management and follow-up skills.
- High level of professionalism, discretion, and confidentiality.
Experience RequirementMinimum 5-8 years of relevant professional experience in PMO, project coordination, executive assistance, or management office operations.
Location / Work ModeRiyadh, Saudi Arabia. Work Arrangement: On-site, full-time.
