Overview
Senior Project Manager ( Events ) Jobs in Riyadh, Saudi Arabia at Everhires
Title: Senior Project Manager ( Events )
Company: Everhires
Location: Riyadh, Saudi Arabia
ROLE SUMMARY
The 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 RESPONSIBILITIES
1. Project Planning & Lifecycle Management
• Lead end-to-end project management for conferences, exhibitions, and turnkey events from
contract 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 relevant
stakeholders.
2. Client & Stakeholder Management
• Serve as the primary point of contact for clients throughout the project lifecycle, ensuring clear
communication and expectation management.
• Facilitate regular client status meetings, produce progress reports, and present updates to senior
leadership 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 business
development 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 without
compromising quality.
• Prepare and submit regular financial reports, flagging variances and recommending corrective
actions.
• 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, logistics
providers, catering, security, and technical contractors.
• Issue RFPs, evaluate proposals, and make award recommendations aligned with client and
company 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 briefing
documents.
• 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 Saudi
authority 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 comparative
venue 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, session
scheduling, 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 multiple
concurrent events.
• Collaborate with internal departments including creative, sales, marketing, finance, and operations
to ensure seamless project delivery.
• Conduct pre-event and post-event team debriefs, embedding lessons learned into future
processes.
• 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, risk
registers, and production schedules.
• Prepare post-event reports covering KPI performance, budget reconciliation, client feedback, and
improvement recommendations and document lessons learned to improve future event delivery.
• Ensure accurate records for all regulatory submissions, permits, and compliance requirements, (i.e
SCEGA license, …).
QUALIFICATIONS & REQUIREMENTS
Education
• 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 projects
simultaneously.
• Strong commercial acumen with proven budget management and supplier negotiation skills.
• Excellent verbal and written communication skills; Arabic and English (IELTS or TOEFL certificate
is 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 Conditions
This 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.
