Project Associate

The Projects Associate provides essential administrative and logistical support for the planning, execution, and tracking of various operational and strategic initiatives within the KFUPM Business School (KBS). This role primarily ensures that project tasks, documentation, resources, and deadlines are managed efficiently and accurately under the direction of senior staff.

Key Responsibilities

Project Administration & Support

• Assist project leads in breaking down strategic initiatives into actionable tasks, tracking progress, and following up with team members to ensure timely completion of assignments.
• Maintain, organise, and archive all project documentation, including meeting minutes, status reports, project schedules, and decision logs in a centralised system.
• Schedule and coordinate project meetings, prepare agendas, distribute necessary materials in advance, and accurately record and distribute meeting outcomes and action items.
• Monitor project schedules and calendars, proactively flagging potential timeline conflicts or missed deadlines to the project manager or relevant supervisor.

Event & Logistics Coordination

• Assist in the coordination of logistics for various KBS activities, including workshops, internal events, large conferences, or university-wide promotional campaigns.
• Coordinate the preparation and distribution of all materials required for events or project deliverables (e.g., printing documents, arranging catering, setting up rooms).
• Provide reliable on-site administrative and logistical support during events to ensure smooth execution.

Financial & Resource Tracking

• Assist in tracking expenditures for project budgets, collecting supporting documentation, and organising financial records.
• Process invoices, expense reports, and payment requests related to project activities, ensuring accuracy and adherence to KFUPM's financial policies.
• Maintain an inventory of project-specific resources and materials to ensure they are available when needed.

Cross-Departmental Liaison

• Serve as a point of contact to gather the necessary information, updates, and feedback from internal departments (faculty, administration, students) required for project reporting.
• Facilitate communication and paperwork transfer between the Business School and central KFUPM University administrative offices as directed, supporting project alignment with university procedures.
• Provide administrative and communication support for specific KBS programs, such as student leadership initiatives or faculty working groups, as requested by the program manager.