Project Assistant in City of London

An exceptional opportunity is available for a Project Assistant to join our trailblazing team at one of the UK's premier organisations in event management and communications. We are at the forefront of revolutionising the communications, engagement and events sectors. With an impressive legacy spanning over 50 years, we’re not just adapting to change; we’re driving it, setting the gold standard for the industry. Our team is not just a workforce; it’s a community of client-centric professionals dedicated to getting things done. We value the art of communication as much as the science of engagement, and we bring this ethos to every project we undertake. Here, you won’t just be another cog in the wheel—you’ll be a key player in a collaborative environment where your insights are valued, your contributions are recognised, and your professional development is a priority.

Role and Responsibilities:

• Supporting and assisting delivery elements of diverse projects including conferences, virtual, hybrid and live events, road shows, exhibitions, and summits.
• End to end project assistance including meeting agendas and minutes, timeline management and supplier coordination.
• Developing and following timelines, ensuring all event-related tasks are completed on schedule.
• Supporting the Project Managers on large-scale projects, taking responsibility for elements such as hotel and travel booking, branding and giveaways and general project related tasks.
• Managing small budget allocations and feeding in comprehensive updates to the Project Manager.
• Selecting, negotiating with, and managing suppliers to ensure quality services within budget constraints.
• Supporting with the collaboration of departments and team members responsible for contributing to the event delivery.
• Gaining a solid understanding of Live Groups digital tool and can complete tasks such as pulling reports, sending emails, updating delegate details, updating webpages and uploading content.
• Establishing regular client meetings, preparing agendas, and issuing meeting notes.
• Developing and managing timelines, updating risk registers and status reports and ensuring events are running to schedule and as expected.
• Ensure that client projects meet operational excellence standards, ISO and profitability targets set by the business.
• Supporting during the post event review meetings (internal and external) by producing reports capturing key learnings and insights.
• Highlighting any unexpected challenges and changes in event plans and works with the Project Lead to find creative solutions.
• Managing documentation and paperwork efficiently, minimising errors and oversights.
• Utilising time management tools and techniques to optimise productivity.
• Utilising event management software, tools, and applications proficiently for efficient planning and communication.
• Completing timesheets each week and understands the importance and objective of time tracking.

About you:

• Demonstrates an understanding of event planning processes, including budgeting, scheduling, and logistics.
• Manages event timelines, resources, and deliverables efficiently.
• Possesses excellent verbal and written communication skills.
• Great telephone and email manner and impeccable customer service.
• Good experience of the Microsoft Office Suite.
• Independent worker, taking responsibility for their own task list.
• Builds and maintains positive relationships with stakeholders, and team members.
• Listens actively and empathetically to client and team needs ensuring clear understanding.
• Pays meticulous attention to event details, ensuring accuracy in all aspects of planning and execution.
• Conducts thorough quality checks to maintain high event standards.
• Demonstrates strong problem-solving skills, addressing issues proactively and effectively to Line Manager/Project Manager.
• Confident and resilient under pressure.

Think you’d be a good fit for our team? Get in touch. We’d be happy to have you and we really mean that. Not just because we love having experts like you on our side, but also because there is work to do, boundaries to be pushed – and we need the right people for the job to do it! Excited? We are, Let’s get started.