Project Assistants

Location: Remote / Scotland (hybrid) – Be United operates a hybrid working model, with team members primarily working remotely and attending in‑person meetings and events in Edinburgh, Glasgow, or other locations across Scotland as required.

Rate: £13.45 per hour

Contract Term: Freelance contract (15 hours a week) from July 2026 – 31 October 2026

About Be United

Be United is a Black‑led social enterprise based in Edinburgh. We advocate for, nurture and champion Black people working in the performing arts, screen and cultural events sectors in Scotland. We champion equity, creativity, and cultural inclusion through our programmes, events, and partnerships. We are passionate about building an organisation where everyone feels supported to do their best work, where purpose, collaboration, and care are part of daily life. Working with Be United means joining a small but dynamic team that values innovation, growth, and shared success. As part of our inclusive employment approach, all Be United contracts are built on fairness and flexibility. We offer clear progression pathways, wellbeing initiatives, and an open culture where every voice matters.

About the Role

The Project Assistant will support the implementation and delivery of Be United’s programmes, events, conferences, campaigns, and community initiatives. The postholder will provide event delivery, marketing, communications, stakeholder engagement, and administrative support to help ensure activities are delivered effectively, professionally, and in line with organisational objectives. This role is ideal for someone who enjoys a combination of event delivery, community engagement, marketing, and project administration within a fast‑paced and purpose‑driven environment.

Key Responsibilities

• Support the planning and delivery of conferences, workshops, networking events, training programmes, community activities, and organisational initiatives.
• Assist with event logistics, registrations, attendee communications, venue arrangements, supplier liaison, scheduling, and resource preparation.
• Prepare event materials, presentations, delegate packs, signage, handouts, speaker resources, and supporting documentation.
• Support event ticketing, attendee registration systems, and participant data management.
• Maintain communication with participants, facilitators, speakers, suppliers, venues, and project partners to support successful delivery.
• Provide on‑day support at events, conferences, workshops, and networking activities, ensuring a positive and professional participant experience.
• Support participant engagement and outreach activities that encourage participation across Be United programmes and initiatives.
• Build and maintain positive relationships with participants, community organisations, partners, stakeholders, artists, and creative networks.
• Represent Be United at community events, sector gatherings, networking opportunities, and partner meetings where appropriate.
• Contribute to creating welcoming, inclusive, and accessible experiences for participants.
• Maintain accurate project records, schedules, bookings, project documentation, and delivery systems.

Research, Monitoring & Impact

• Create, distribute, and manage participant registration forms, feedback surveys, and evaluation tools using platforms such as Microsoft Forms, Google Forms, or SurveyMonkey.
• Collect, collate, analyse, and report on participant, audience, and stakeholder feedback in line with organisational and funder requirements.
• Produce reports summarising project outcomes, audience insights, participation data, and impact stories.
• Maintain accurate records for programme monitoring, evaluation, and funder reporting.
• Support the collection and tracking of outputs, outcomes, attendance figures, and engagement data across projects and events.

Marketing & Communications Support

• Work alongside the Be United Leadership Team and the Marketing, Media & Communications team to create and deliver marketing and promotional content.
• Support the promotion of conferences, workshops, networking events, programmes, campaigns, and community initiatives.
• Draft copy for social media, newsletters, websites, participant communications, event promotions, and marketing campaigns.
• Create branded graphics, presentations, promotional materials, event assets, social media content, and digital resources using Canva or similar design software.
• Assist with content scheduling and publishing across social media and digital platforms.
• Capture and organise event content, including photography, video, testimonials, participant stories, and event highlights for marketing and reporting purposes.
• Assist with website updates, event pages, online registrations, and digital resources where required.
• Ensure all marketing and communications materials align with Be United’s brand, tone of voice, values, and accessibility standards.

Administration & Team Support

• Support budget administration, invoice processing, contract administration, and project documentation.
• Maintain organised digital files, databases, project trackers, shared resources, and administrative systems.
• Support meeting administration, note‑taking, action tracking, and follow‑up communications.
• Carry out administrative tasks required for the effective delivery of projects, events, and organisational activities.
• Work collaboratively across departments, freelancers, partners, and project teams to support successful delivery.

Person Specification

• Knowledge and understanding of Black, African, and Caribbean communities in Scotland.
• Experience working within the arts, culture, events, social enterprise, business support, community development, or third sector.
• Experience supporting the delivery of events, conferences, workshops, programmes, community initiatives, or similar projects.
• Excellent organisational and time‑management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, with the ability to communicate effectively with participants, stakeholders, and partners.
• Experience creating marketing materials, promotional content, presentations, or digital communications using Canva or similar design tools.
• Strong copywriting and content creation skills, with the ability to adapt messaging for different audiences and platforms.
• Confidence using digital platforms and online tools to manage registrations, communications, surveys, and participant engagement.
• Experience supporting social media, communications, event promotion, or audience engagement activities.
• Experience handling administrative and financial processes, including invoices, contracts, bookings, registrations, or project documentation.
• Experience creating and managing surveys, registration forms, feedback forms, or participant data.
• Analytical and detail‑oriented, with confidence using Excel, Microsoft Forms, Google Workspace, and other reporting or administrative tools.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Strong digital skills, including Microsoft Office, SharePoint, and online collaboration platforms.
• Experience supporting conferences, networking events, festivals, training programmes, or community engagement activities.
• Experience with photography, videography, content creation, or basic video editing.
• Familiarity with CRM, project management, ticketing, registration, or website content management systems.
• Experience collecting, analysing, and reporting on participant, audience, or stakeholder feedback.
• Knowledge of participatory community engagement, inclusive practice, and accessible event delivery.
• Experience working with monitoring, evaluation, impact measurement, or funder reporting requirements.
• Experience with in‑video editing and digital video production.

We Offer

• Full training and development support, including access to admin systems and project coordination tools.
• A friendly, collaborative, and values‑driven culture.
• Flexible and hybrid working options (some in‑person attendance at events or meetings required).
• The opportunity to be part of an organisation creating real social impact in Scotland’s creative and business sectors.

At Be United, we are committed to advocating for, supporting, and championing Black talent across the performing arts, screen, and cultural events sectors. We welcome and strongly encourage applications from Black candidates and people from all diverse backgrounds.