Project Lead, Business, Event Management & Planning

Vibes Events is an Abu Dhabi-based events staffing company delivering large-scale events, activations, and staffing solutions across the UAE and the region. We work with some of the most prominent organisations in the public and private sectors, bringing together a passionate team of professionals committed to excellence in every project we deliver.

The Project Lead acts as the central coordination point between planning and execution at Vibes Events. Supporting the Project Manager, you will ensure that all project elements, from staffing outputs and documentation to operational schedules and pre-event readiness are accurate, aligned, and ready for delivery. This is a structured, process-driven role operating at the intersection of project delivery, workforce planning, and onsite execution in a fast-paced events environment.

Reporting To:
Project Manager

Working Hours:

9:00 AM – 6:00 PM, Weekdays and Alternate Saturdays (Flexibility required during events and peak periods)

• Review project scope and execution plans developed by the Project Manager, and translate high-level plans into coordinated operational actions across staffing, deployment, and operational flow
• Coordinate preparation activities across the Project Specialist, Workforce Planning, Logistics, and Project Support functions, ensuring tasks are clearly assigned and completed within timelines
• Identify risks, gaps, and conflicts in the plan and escalation to the Project Manager; support refinement of execution strategy where required

• Review and validate staffing outputs, staff lists, schedules, and briefing materials prepared by the Project Specialist; ensure correct role allocation, alignment with project requirements, and consistency across all documents
• Lead pre-event readiness checks covering staffing confirmations, schedule finalization, and communication readiness; confirm all staff have been allocated through Workforce Planning and that supervisors are fully briefed
• Escalate any staffing gaps or mismatches to Workforce Planning and HR; ensure staffing aligns with budget, operational needs, and client expectations

• Support the Onsite Project Manager during event execution; monitor staffing plan adherence, operational flow, and team coordination; conduct pre-event briefings in the absence of the Onsite PM and ensure staff meet grooming, dress code, punctuality, and readiness standards
• Monitor quality of preparation outputs and execution delivery; ensure adherence to SOPs and service standards; identify deviations and initiate corrective actions; maintain data accuracy and integrity across staffing records, attendance, and documentation
• Support preparation of operational and incident reports, staffing summaries, and post-event reviews; contribute structured feedback on staff performance, supervisors, and operational challenges; propose process improvements to the Project Manager

• 4–5 years of experience in event operations or project coordination, preferably in a multi-project environment
• Bachelor’s degree or Diploma in Event Management, Hospitality, Business Administration, or a related field
• Strong understanding of event operations and staffing workflows, including coordination between project delivery, workforce planning, and other functions
• Highly organised with strong attention to detail, structured communication skills, and the ability to manage multiple work streams simultaneously under pressure
• Strong English communication skills;
  Arabic is an advantage