Projects Coordination Assistant

About the Role

IHCC is seeking a Projects Coordination Assistant to provide day-to-day project coordination and executive administrative support to the Vice President Operations. This full-time role is based in Makkah, with activities spanning Jeddah and Makkah, and requires 5-10 years of experience. The assistant will support the Vice President Operations across the IHCC project portfolio, ensuring smooth project execution without assuming project management or approval authority.

Key Responsibilities

• Manage the Vice President Operations' operational email inbox, triaging correspondence and following up on pending responses.
• Coordinate the Vice President Operations' calendar and meetings, including invitations, attendance confirmations, briefing materials, and logistics.
• Prepare routine correspondence and briefing material, organize supporting documents, and maintain confidentiality of sensitive information.
• Arrange client meetings, weekly project coordination sessions, and management reviews involving Operations, Procurement, Finance, Design, and project teams.
• Prepare agendas, minutes of meeting (MoM), and action trackers, recording key decisions, action owners, and deadlines.
• Follow up on agreed actions and closure evidence, escalating overdue or unresolved matters to the Vice President Operations.
• Coordinate information requests, clarifications, and project updates between Head Office and site teams.
• Coordinate requirements and follow-ups with Procurement, Finance, Design, and project teams, tracking hand-offs and deadlines.
• Facilitate weekly or ad hoc cross-functional follow-ups, including meetings with the COO and relevant functional representatives when requested.
• Maintain tracking registers for project requirements, approvals, commitments, action items, and outstanding information, identifying responsible parties and expected completion dates.
• Monitor outstanding procurement and finance-related bottlenecks, delayed approvals, and unanswered project requests, seeking status updates and escalating matters requiring management intervention.
• Coordinate resolution follow-up with designated project or functional owners, ensuring technical, financial, and contractual decisions remain with authorized personnel.
• Communicate meeting arrangements, decisions, information requests, and follow-up reminders to internal stakeholders and external parties when authorized.
• Maintain professional contact with clients and their representatives for coordination and scheduling, referring commercial or technical questions to designated owners.
• Support efficient follow-up and reporting through consistent templates, shared trackers, and appropriate use of Microsoft Office and approved project coordination tools.

Qualifications and Experience

• A minimum of 5-10 years of relevant experience in project coordination or executive administrative support.
• Demonstrated ability to manage calendars, coordinate meetings, and handle operational correspondence.
• Experience in preparing agendas, minutes of meetings, and action trackers.
• Proficiency in maintaining tracking registers for project requirements, approvals, and commitments.
• Strong organizational skills and attention to detail.
• Ability to facilitate timely communication between project teams and Head Office functions.
• Proficiency in Microsoft Office and project coordination tools.

Work Environment

This is a full-time position based in Makkah, Saudi Arabia, with coordination activities extending to Jeddah. The role involves working closely with the Vice President Operations and various functional teams across the IHCC project portfolio.