Job Description
ROLE SUMMARYThe Senior Project Manager is the primary driver of end-to-end delivery for large-scale conferences, exhibitions, and turnkey events. This role owns the full project lifecycle — from initial client brief and concept development through on-site execution and post-event closeout — while leading cross-functional teams, managing complex vendor ecosystems, and ensuring every deliverable meets the highest standards of quality, budget discipline, and client satisfaction.
KEY RESPONSIBILITIES1. Project Planning & Lifecycle Management• Lead end-to-end project management for conferences, exhibitions, and turnkey events fromcontract award to post-event closeout.• Develop comprehensive Project Plans inclusive of milestones, deliverable schedules, critical paths,and resource allocation.• Establish and maintain detailed project timelines using industry-standard tools.• Conduct risk assessments and develop mitigation plans to proactively address scheduling,logistical, and operational risks.• Coordinate site inspections, venue assessments, and technical walk-throughs with relevantstakeholders.
2. Client & Stakeholder Management• Serve as the primary point of contact for clients throughout the project lifecycle, ensuring clearcommunication and expectation management.• Facilitate regular client status meetings, produce progress reports, and present updates to seniorleadership and external stakeholders.• Translate client briefs and vision into executable event concepts and detailed operational plans.• Build and nurture long-term client relationships to support contract renewals and new businessdevelopment opportunities.
3. Budget & Financial Management
• Own the full project P&L — develop detailed budgets, track expenditure, and ensure on-time, on-budget delivery.• Review and negotiate supplier quotations and contracts to achieve best value withoutcompromising quality.• Prepare and submit regular financial reports, flagging variances and recommending correctiveactions.• Manage change orders and scope variations in line with contractual agreements.• Support post-event financial reconciliation and invoice approval processes.• Identifies cost-saving opportunities without compromising quality
4. Vendor & Supplier Coordination• Source, evaluate, brief, and manage suppliers including AV production, stand builders, logisticsproviders, catering, security, and technical contractors.• Issue RFPs, evaluate proposals, and make award recommendations aligned with client andcompany requirements.• Maintain an approved supplier database and supplier performance evaluation framework.• Ensure all vendors meet safety, compliance, and contractual obligations throughout the project.• Hold vendors accountable to agreement and delivery timelines.
5. On-site Event Execution• Lead the full on-site project team during build-up, live event days, and breakdown phases.• Develop and distribute event-day runsheets, technical schedules, and operational briefingdocuments.• Manage real-time problem-solving during live events, making rapid decisions to maintain delivery standards.• Oversee venue logistics including freight, rigging, power distribution, and floor plan management.• Ensure compliance with venue regulations, occupational health and safety standards, and Saudiauthority requirements.
6. Conference & Exhibition Operations• Developing detailed venue briefs based on client requirements — capacity, location, accessibility,technical infrastructure, catering capabilities, and budget parameters.• Conducting site visits and audits, evaluating floor plans and shortlisting and preparing comparativevenue proposals for client presentations, including cost analysis, pros/cons, and risk flags.• Negotiating contract terms directly with venue operators — covering exclusivity clauses,cancellation policies and identify and negotiate add-on costs that are often introduced late.• Support the coordination of conference programmes including speaker management, sessionscheduling, and AV requirements.• Translates client briefs into detailed project plans, timelines, Gantt charts and define event scope,milestones, and critical paths• Serves as the primary client point of contact throughout the project lifecycle• Manages expectations via regular status updates and steering meetings• Coordinates between organizers, sponsors, exhibitors, speakers, and venue authorities• Manages exhibitor move-in/out, hall utilities, and build-up/breakdown schedules• Ensures compliance with venue rules and regulations• Supervises AV production, technical rehearsals, and speaker briefings• Manages hybrid/virtual platform setup and streaming infrastructure• Leads cross-functional teams including coordinators, logistics, and registration staff• Assign tasks and track accountability• Prepare mitigation plans and briefs the team on emergency protocols• Liaise with civil defense, health, or security authorities when required• Act as the on-site command center during live events• Manages the run-of-show, troubleshoots issues in real time, and makes fast decisions• Oversees exhibitor support, visitor flow, session timing, and VIP protocol• Lead client and internal debriefs and compiles post-event reports
7. Team Leadership & Internal Coordination• Lead and mentor a project team of coordinators, assistants, and freelance staff across multipleconcurrent events.• Collaborate with internal departments including creative, sales, marketing, finance, and operationsto ensure seamless project delivery.• Conduct pre-event and post-event team debriefs, embedding lessons learned into futureprocesses.• Contribute to the development of company-wide event management SOPs and best practices.
8. Documentation & Reporting• Maintain comprehensive project documentation including contracts, floor plans, permits, riskregisters, and production schedules.• Prepare post-event reports covering KPI performance, budget reconciliation, client feedback, andimprovement recommendations and document lessons learned to improve future event delivery.• Ensure accurate records for all regulatory submissions, permits, and compliance requirements, (i.eSCEGA license, ...).
QUALIFICATIONS & REQUIREMENTSEducation• Bachelor's degree in Event Management, Business Administration, Hospitality, or a related field.• PMP (Project Management Professional) certification or equivalent is highly preferred.• CEM (Certified Exhibition Manager) or CMP (Certified Meeting Professional) is an advantage.Experience• Minimum 5 years of experience in project management within the events industry, with at least 2 years in a senior or lead role.• Proven track record managing large-scale international conferences (500+ delegates) and/or major exhibitions (1,000+ sqm).• Experience with turnkey event delivery, including concept-to-completion responsibility.• Prior experience managing events in KSA/ GCC region is a strong advantage.
Skills & Competencies• Exceptional organisational and multi-tasking abilities with capacity to manage multiple projectssimultaneously.• Strong commercial acumen with proven budget management and supplier negotiation skills.• Excellent verbal and written communication skills; Arabic and English (IELTS or TOEFL certificateis a strong advantage).• Proficiency in MS Office Suite, project management software, and event management platforms.• Strong leadership presence with the ability to inspire and direct diverse teams under pressure.• Deep understanding of AV, technical production, exhibition stand construction, and event logistics.• Willingness to work flexible hours, weekends, and travel as required.
Key Performance Indicators (KPIs)• Project delivered on time• Budget variance maintained within +/-5% of approved project budget• High client satisfaction score on post-event evaluations• Zero major health and safety incidents on managed events• Post-event reports submitted within 10 business days of event completion
Working ConditionsThis role involves significant periods of on-site work at conference centres, exhibition halls, and outdoor venues. The Senior Project Manager must be physically able to manage extended hours during build-up and breakdown periods and is expected to travel frequently. The position operates within a fast-paced, deadline-driven environment requiring a high degree of adaptability and composure under pressure.
