Executive Assistant / PMO Coordinator

About BLR WORLD

BLR WORLD is an award-winning talent consultancy for the culture, entertainment and events sectors, enabling organisations to plan, staff and operate unique permanent and temporary visitor experiences with the very best people. 

Our core services are HR Consultancy, Recruitment, Training, and Operations. We find brilliant people, create high performing teams, design environments and training to help them thrive, then manage them seamlessly on the ground. The result? One-of-a-kind experiences delivered by energised and enthusiastic teams, exceeding the highest standards.

About the role

The role will provide key administrative support to the Chief Operating Officer (COO), who is responsible for the overall operational strategy, planning, implementation and execution of service delivery at major sports events and mega-events, along with support to the Project Management Office (PMO). The role is instrumental in supporting the COO in managing her diary, travel and admin, along with support in establishing and managing efficient and effective operating tools, systems, workflows processes to ensure we operate as a Centre of Excellence and provide exceptional client and employee experiences.

Key Responsibilities

Calendar & Scheduling

• Manage a dynamic and often-changing calendar across multiple time zones within a rapidly changing set of priorities and demands.

• Proactive prioritising and re-scheduling meetings as necessary

• Management of central / shared google calendars

• Update calendar with all travel itineraries

Travel & Logistics

• Pro-active in thinking on behalf of COO from her POV for all travel and meeting related requirements and bookings

• Coordinate complex domestic and international travel itineraries.

• Manage booking and check-in of flights

• Scheduling bookings of cars and transfers as required

• Handle all travel related admin including, visas, vaccination requirements etc

• Prepare detailed travel briefs

• Coordinate internal and external meetings, calls, and travel with precision.

• Anticipate scheduling conflicts and proactively resolve them.

Email & Communications Support

• Monitor, draft, and manage executive correspondence as needed

• Help triage high-priority items and ensure timely follow-ups / info and actions

Administrative

• Assist with completing and managing expense claims

• Management of holiday/leave requests in time management system

• Assist with onboarding of new team members, creating on-boarding and induction programmes.

Meeting Prep & Follow-Up

• Prepare agendas, briefing materials, and presentations for meetings.

• Attend meetings when required to take notes and track action items.

• Ensure post-meeting follow-ups are completed or delegated.

• Track any actions in WRIKE (Project Management and Team Collaboration Tool

Budget Planning & Management

• Assist with updating COOs CC budget (actual v forecast)

• Produce monthly budget reporting including CC and Project WBS budgets

• Update budget management tool

PMO : Operations & Project Support

Project Management

• Utilize project management tools, such as WRIKE to manage timelines, dependencies, and deliverables.

• Assist with project management ensuring all tasks are captured in WRIKE

• Set-up project plans as necessary

• Working closely with PMO Office producing monthly project status reports regarding event project progress / risks

• Coordinate all workstream activities, enabling cross-functional integration and collaboration.

Centre of Excellence

• Document and communicate internal and external dependencies for ongoing projects.

• Map out workflows and lifecycles in MIRO

• Collaborate with the PMO to create and prepare blueprints for tournaments and operational workflows.

• Analyze, define, and document project processes, lifecycles, and roadmaps to enhance efficiency.

• Develop templates, guides, and documentation for best practices to support project teams.

Simply Brilliant People Community Management

Assist with posting on linkedin group with content and engagement and job opportunities, answer any pending questions and reply to emails

Business Development Support

• Assist with updating CRM

• Assist with pulling together pitch proposals

Candidate Requirements

• Proactive, solution-oriented, and innovative thinker, always looking for ways to add value and think outside of the box

• Exceptional organizational, planning, and time management skills

• Ability to multitask and prioritize tasks under pressure

• Strong communication and interpersonal skills, with the ability to manage relationships across multi-national teams
• Resourceful, with the ability to work independently and manage cross-functional teams

• High attention to detail and accuracy in all administrative and project-related tasks

• Excellent decision-making and problem-solving capabilities
• Strong interpersonal skills, able to build effective relationships within the organization
• Adaptable, flexible, and comfortable with a dynamic, multicultural environment
• Flexibility with working hours given international travel of COO
• Willingness to Travel

Work experience

• At least five years of experience as an Executive Assistant for C-Suite Executives, ideally in a high-level and fast-paced and agile setting, such as a global or sports-related organization.

• Proven experience in managing complex calendars, cross-functional project coordination, and administrative operations.

• Experience in managing multiple priorities, event logistics, and reporting.

Languages

• Fluent in English

• Conversational Arabic and additional languages beneficial

Technology

• Proficient in Google Suite applications (Gmail, Google Chat, Google Drive)

• WRIKE

• CRM System

• Miro

• PROCIM

Varia

Soft Skills

• Excellent communication and interpersonal skills, with the ability to collaborate effectively with clients and internal teams.

• Attention to detail and a commitment to delivering high-quality visual outputs.

• Ability to work under pressure, meet deadlines, and adapt to changing project requirements.

• Confidentiality

Location & Commitments

• Full-time, contracted.

• Work 5 days a week (with some flexibility on days according to project needs)

• 9 hours a day, including a 1-hour lunch break

• Office based, with options for remote working