Project Assistant

Live Group; City Of London; On-site; GBP 21,000 - 32,000; Full time

Job summary

Live Group in London is seeking a Project Assistant to support delivery of conferences, virtual, hybrid and live events, road shows, exhibitions and summits.

You will manage end-to-end project tasks, timelines and supplier coordination, ensuring events run smoothly and on schedule while supporting travel bookings, branding and budgets.

Strong communication, meticulous attention to detail and ability to work under pressure are essential to succeed in this fast-paced role.

Qualifications

• Understanding of event planning processes including budgeting, scheduling, and logistics.
• Ability to manage event timelines, resources and deliverables efficiently.
• Excellent verbal and written communication skills.
• Great telephone and email manner and exceptional customer service.
• Proficient with Microsoft Office Suite.

Responsibilities

• Support and assist delivery elements of diverse projects including conferences, virtual, hybrid and live events, road shows, exhibitions and summits.
• Provide end-to-end project assistance: meeting agendas/minutes, timelines, stakeholder coordination.
• Develop and follow timelines; ensure tasks are completed on schedule.
• Assist Project Managers with hotel/travel bookings, branding, giveaways and general tasks.
• Manage small budget allocations and report updates to the Project Manager.
• Source, negotiate with and manage suppliers to deliver quality services within budget.
• Collaborate with departments and team members contributing to event delivery.
• Learn Live Group's digital tools and perform tasks like pulling reports, updating delegate data and pages.

Skills

Event planning

Budget management

Timeline management

Supplier coordination

Microsoft Office

Tools

MS Office Suite

Job description

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 a 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 a 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, minimizing 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.