Project Coordinator Admin & Logistics // BLR WORLD

About BLR WORLD

BLR WORLD is an award-winning, energetic, passionate and creative Human Capital Solutions company that is on a mission to bring experiences to life in the most engaging and enthusiastic ways. Dedicated to supporting and empowering the cultural and creative industries, our cutting-edge solutions, including human resources consultancy, recruitment, training and operational management remain unrivaled.

The Visual Arts Commission is part of the Saudi Arabia Ministry of Culture. It focuses on developing the visual arts, empowering practitioners to create and showcase impactful content that enhances the sector and positions the Kingdom as a leader in this field. To achieve these goals, the Commission launches programs and initiatives that establish a sustainable visual arts industry, partners with stakeholders to create local and global opportunities for Saudi talent, and builds a vibrant platform for artists.

About The Role

We are seeking a Project Coordinator to manage the logistics for high-profile speakers and moderators, ensuring seamless coordination for both panel discussions and workshops. You'll handle travel, accommodations, schedules, and workshop setups, while also providing administrative support to the Project Manager. Attention to detail and strong organizational skills are key to ensuring the smooth execution of all speaker and event-related tasks.

Responsibilities

• Coordinate all logistics for speakers and moderators, including travel arrangements, accommodations, and schedules.
• Serve as the primary point of contact for speakers and ensure timely communication regarding event details.
• Coordinate logistics for both panel discussions and workshops including scheduling, venue setup, and speaker materials.
• Provide administrative support to the Project Manager, including document management, meeting scheduling, and general office tasks.
• Assist in the preparation and organization of event materials, such as speaker bios, agendas, and workshop materials.
• Track and manage logistical details, ensuring seamless execution of speaker and workshop-related tasks.
• Support reporting processes by maintaining accurate records and timelines.
• Assist in developing and implementing a cultural and touristic program for guests from outside Saudi Arabia.
• Support the creation and management of risk assessment plans for the panel discussions and workshops.
• Coordinate with relevant authorities (e.g., civil defense, ambulance, traffic) to optimize security services and ensure safety measures are in place.
• Assist in the preparation of daily project status reports, including visitor data and key statistics.
• Contribute to the preparation of comprehensive final analytical reports and project closure reports.
  
  
  

Key Skills

• Strong organizational and time management skills to handle multiple logistics tasks simultaneously.
• Excellent communication skills for coordinating with speakers, moderators, and internal teams.
• Problem-solving abilities to manage unexpected changes in logistics or event scheduling.
• Attention to detail in tracking travel, accommodation, and event setup requirements.
• Proficiency in administrative tools (Google Workspace, Microsoft Office) for supporting the Project Manager.
  
  
  

Qualities

• Highly detail-oriented
• Proactive and adaptable
• Team player with a collaborative attitude
  
  
  

Stakeholders

• Ministry of Culture (Visual Arts Commission, PR & Communications Team, Legal Team)
• Renowned Speakers and Moderators
• Subject Matter Experts (SMEs)
• Project Team Members
• Project Vendors and Subcontractors
• BLR WORLD Senior Executive Team (SET)
  
  
  

Qualifications & Skills

• Bachelor’s degree in Project Management, Arts, Cultural Studies, or a related field. A Master’s degree is preferred.
• Proficiency in project management software and tools, as well as Microsoft Office Suite.
• Interest in contemporary art in Saudi Arabia and beyond, demonstrating a passion for the sector and understanding of its nuances.
  
  
  

Location & Commitments

• Full-time, contracted for a period of 12 months (project-based).
• Work 5 days a week (flexibility on days according to project needs),
• 9 hours a day, including a 1-hour lunch break.
• Saudi Arabia location preferred.