Project Assistant to Head of Operations

About Us

IFZA Dubai is the most dynamic and truly international Free Zone Community in the UAE, optimizing the country's strategic location and world-class infrastructure. We provide easy, reliable, and fast company formation services through our network of Professional Partners and Government Authorities.

Job Description

As Project Assistant you support the Head of Operations as a strategic and execution partner. You’ll help plan and track key initiatives, build structured presentations and reports, map and improve processes, and ensure priorities move forward without constant direction. You will manage critical communication, calendars, and follow-ups, acting as an extension of leadership to bring clarity, organization, and efficiency. This role suits someone who thinks ahead, structures information well, and enjoys turning messy input into clean, actionable output

Project Governance & Tracking

• Maintain RAID logs, RAG statuses, risk registers, milestone trackers, and weekly/monthly reports.
• Prepare structured project updates, briefing packs, and decision logs.
• Track dependencies, timelines, and cross-functional follow-ups with minimal supervision.
• Support the creation of project plans and execution roadmaps.
  
  

Reporting, Analysis & Documentation

• Build polished reports, dashboards, and presentation decks for leadership.
• Convert raw inputs into clear, concise, and visually structured materials.
• Maintain project documentation, SOPs, and workflow repositories.
• Conduct process mapping (As-Is/To-Be) and identify improvement opportunities
• Operational & Stakeholder Support
• Maintain organized documentation, SOPs, and project trackers
• Liaise across departments to ensure information flow and alignment
• Coordinate across departments to gather data, clarify requirements, and ensure alignment
• Issue meeting agendas, pre-reads, minutes, and tracked action items
• Support resource planning, compliance checks, and operational readiness activities.
• Assist in developing proposals and internal presentations when required.
  
  

Requirements

• Bachelor's degree in business, Operations, Project Management, or a related field.
• 2–5 years of experience in experience in PMO, project coordination, operations, or business analysis
• Strong communication and writing skills, with ability to create clear and concise presentations and reports
• Proficiency in Microsoft Office / Google Workspace (especially Excel/Sheets & PowerPoint/Slides)
• Strong proficiency in PowerPoint, Excel/Sheets, project/workflow tools (Asana, Planner, Trello, Jira, Monday).
• Ability to build structured decks, project trackers, and clear reports.
• Excellent organisation, attention to detail, and ability to work with limited instructions.
• Strong communication skills and professional judgement.
• Ability to work under pressure and manage multiple streams simultaneously.
  
  

Benefits

• International team (over 60 nationalities)
• 24 Working days as annual leave
• Annual flight home
• Life insurance plan
• Medical insurance plan (with the option to upgrade at your own cost)
• Opportunities to learn, develop and grow with the organization
  
  

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