Assistant Project Manager

Position Overview

The Assistant Project Manager will play a critical role in supporting project execution, change management, and maintaining our project management infrastructure. This position requires strong organisational skills, technical aptitude, and the ability to coordinate across multiple teams and projects.

The role is based in the GHA Head Office in Dubai and reports to the Senior Director Project Management.

Key Responsibilities

Project Support

1. Assist the Senior Director of Project Management in the planning, tracking, and execution of technical projects to ensure timely and successful delivery.
2. Help develop and maintain project schedules, timelines, and milestone tracking, ensuring alignment with project goals and deadlines.
3. Prepare detailed project documentation, including status reports, progress updates, and key deliverables for stakeholders.
4. Support project budgeting and resource allocation, ensuring effective use of resources and alignment with project priorities.
5. Coordinate meetings, including scheduling, preparing agendas, and capturing comprehensive meeting minutes and action items.
6. Collaborate closely with cross-functional teams, such as E-Commerce, Data & Analytics, Commercial, Strategy, and Marketing, to facilitate effective communication and alignment.
7. Assist in gathering and documenting technical project requirements, ensuring clarity and completeness for project teams.
8. Provide support for agile and scrum methodologies, including sprint planning, daily stand-ups, retrospectives, and backlog grooming.
9. Help identify and manage project dependencies, risks, and potential bottlenecks, proactively supporting issue resolution.
10. Participate in sprint planning, retrospectives, and status meetings, contributing to continuous improvement and project momentum.
11. Contribute to workflow optimization, helping to streamline processes and improve team efficiency.

Asana Administration

1. Serve as the primary administrator for the Asana project management platform, ensuring optimal setup and functionality.
2. Design and maintain project templates, workflows, and organizational structures to support consistent and efficient project execution.
3. Implement and optimize project tracking processes within Asana to improve visibility, accountability, and team collaboration.
4. Train team members on Asana best practices, features, and new functionalities to maximize adoption and effectiveness.
5. Manage user permissions, workspace settings, and system integrations, ensuring secure and organized project environments.
6. Generate regular reports and dashboards from Asana to provide actionable insights and support strategic decision-making.

Change Management

1. Support change management initiatives across technical projects to ensure smooth adoption of new processes, tools, and technologies.
2. Help develop and execute communication strategies to effectively inform stakeholders of project changes, updates, and impacts.
3. Track and document project modifications and their impacts, ensuring transparency and alignment with overall project goals.
4. Assist in risk assessment and mitigation planning, identifying potential challenges related to change and supporting proactive solutions.
5. Facilitate smooth transitions during organizational or technological changes by coordinating with cross-functional teams and ensuring adequate support and resources.

Requirements

1. Bachelor’s degree in Business Administration, Project Management, Information Technology, or a related field.
2. 2-3 years of experience in project coordination or assistant project management roles, supporting cross-functional teams and initiatives.
3. Advanced proficiency in Asana project management software, including administration, configuration, and workflow optimization.
4. Strong understanding of project management methodologies, including Agile, Scrum, and Waterfall.
5. Excellent communication and interpersonal skills, with the ability to effectively collaborate with diverse stakeholders.
6. Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides).
7. Basic understanding of technical project environments, with the ability to interface with technical teams and understand project lifecycles.

Preferred Qualifications

1. Project Management Professional (PMP) certification or equivalent, demonstrating strong expertise in project management practices.
2. Hands-on experience with Asana administration and configuration; familiarity with other project management tools such as Jira, Trello, or Monday.com is a plus.
3. Background in technical or software development project environments, with an understanding of the unique challenges and workflows involved.
4. Knowledge of change management frameworks to support smooth transitions and adoption of new processes.
5. Proven ability in project tracking and reporting, ensuring transparency and accountability across all project phases.
6. Basic understanding of technical project lifecycles, including software development methodologies.
7. Exceptional organizational skills, with keen attention to detail and the ability to manage complex initiatives.
8. Strong written and verbal communication, capable of effectively engaging stakeholders at all levels.
9. Ability to multitask and prioritize effectively in dynamic and fast-paced environments.
10. A collaborative team player, contributing positively to team dynamics and cross-functional efforts.
11. Problem-solving and analytical thinking to anticipate issues, identify solutions, and drive results.

Work Environment

1. Fast-paced, collaborative technical setting
2. Hybrid work model (combination of in-office and remote work)

This job description provides a general overview of responsibilities and is not exhaustive.

Employees may be required to take on additional tasks or responsibilities as business needs evolve. A proactive and flexible approach is essential.