Position Summary

We are seeking a highly organized, proactive, and detail-oriented Program Coordinator to join our 4th Industrial Revolution Technologies Center in Riyadh. This role will provide crucial administrative, logistical, and operational support for our portfolio of industrial innovation programs, projects, and events. The Program Coordinator will be instrumental in ensuring the smooth and efficient execution of initiatives aimed at fostering technological adoption and innovation within the industrial sector. The ideal candidate will have strong communication skills, a proven ability to manage multiple tasks simultaneously, and a passion for technology and industrial transformation

Major Responsibilities

· Program Support & Coordination: Provide comprehensive administrative and

logistical support across all phases of industrial innovation programs, from planning and launch to execution and closure.

· Scheduling & Logistics: Manage calendars, schedule meetings (internal and external),

workshops, seminars, and events, including venue booking, catering, and technical setup.

· Communication Management: Draft, format, and disseminate program-related

communications, including emails, newsletters, presentations, and reports, to various stakeholders.

· Documentation & Reporting: Assist in the preparation, formatting, and organization

of program documentation, including proposals, progress reports, meeting minutes, presentations, and financial records. Maintain accurate and up-to-date program files and databases.

· Stakeholder Liaison: Act as a primary point of contact for internal teams, external

partners, industry participants, and vendors, ensuring timely and effective communication.

· Budget & Financial Administration: Assist in tracking program budgets, processing

invoices, managing expense reports, and reconciling financial records in coordination with the finance department.

· Event Management:

· Coordinate and support the execution of program-related events, such as innovation challenges, hackathons, industry forums, and workshops, ensuring all logistical requirements are met.

· Ensure special treatment for VIPs from the industry when making reservations for workshop attendees and industry visitors. · Arrange campus tours, including KAUST Library, museum, and core labs tours.

· Data Entry & Management: o Accurately input and maintain program data in relevant systems (e.g., CRM, project management software), ensuring data integrity and accessibility.

o Gather feedback from participants post-events to improve future logistics and overall experience as well as gathering impact metrics and outcomes.

· Travel Arrangements: Coordinate travel logistics for program staff and external participants as needed, including flights, accommodation, and ground transportation.

· Vendor Coordination: o Assist in the procurement process for program-related services and supplies, coordinating with vendors and ensuring adherence to established procedures.

o Make purchases using the portal system and follow up with the procurement and purchases departments as needed.

o Ensure timely ordering of supplies and services required for workshops and visits by following up with the procurement department.

· Ad-hoc Support: Provide general administrative support to the Head of the Center and Program Managers as required, contributing to the overall efficiency of the department.

Qualifications

· Bachelor's degree in Business Administration, Project Management, Communications, Marketing, or a related field.

· Minimum of 2 years of experience in a program coordinator, project assistant, or event management.

· Demonstrated experience in coordinating events, meetings, and logistical arrangements with internal and external stakeholders.

Competencies

· Exceptional ability to plan, prioritize, and manage multiple tasks and projects simultaneously with high attention to detail.

· Excellent written and verbal communication skills, with the ability to articulate information clearly and professionally to diverse audiences.

· Strong ability to build rapport and work effectively with a wide range of individuals, including technical experts, industry leaders, and administrative staff.

· Self-starter with a strong sense of ownership and the ability to anticipate needs and take initiative.

· Resourceful and adaptable in addressing logistical and administrative challenges.

· A collaborative spirit with a willingness to support colleagues and contribute to team success.

· Comfortable with various office software and potentially project management tools.

· Ability to thrive in a fast-paced and dynamic environment, adapting to changing priorities.

· Ability to handle sensitive information with professionalism

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.

· Familiarity with project management software (e.g., Asana, Trello, Jira, Microsoft Project) is a plus.

· Experience with CRM systems or database management is desirable.

· Comfort with virtual meeting platforms (e.g., Zoom, Microsoft Teams).