Project Assistant

XCEEDANCE LIMITED; Greater London; On-site; GBP 26,000 - 36,000; Full time

Job summary

Xceedance, a global services company for insurance, is hiring a graduate-level PMO coordinator in London. You will sit with the Chief Product Officer and help make things happen across client and internal projects.

You'll spend about half your week on project coordination, maintaining action and RAID logs, and building client-ready slides; the rest on executive support like calendar, travel, and expenses. We value initiative, organization, and clear English communication.

Qualifications

• Graduate-level role; emphasis on how you work over experience.
• Hands-up attitude and willingness to take on tasks.
• Strong organization and ability to manage multiple items.
• Excellent written and spoken English.

Responsibilities

• Own action logs, RAID logs, and status trackers for a portfolio of projects; chase owners, close loops and flag slippage early.
• Prepare weekly and monthly PMO reporting - status packs, milestone views, resourcing and budget snapshots - and keep the underlying data clean.
• Schedule and run governance meetings: agendas, pre-reads, minutes, decisions and follow-ups for steering committees and working groups.
• Build and polish presentations for client meetings and leadership reviews from rough notes or briefs.
• Coordinate small workstreams end to end under guidance - planning, dependencies, stakeholder updates - as confidence grows.
• Onboard new projects and team members: set up the plan, folders, cadences and distribution lists.

Skills

Hands-up attitude

Organized

English fluency

Microsoft 365

Discretion

Multitasking

London office

UK work eligibility

Education

Degree in any discipline

Tools

MS Project

Planner

Jira

Smartsheet

Monday.com

Job description

At Xceedance, we are transforming the insurance industry through a powerful combination of insurance expertise, data, technology, and AI. Since our founding in 2013, we have partnered exclusively with insurers, reinsurers, brokers, MGAs, mutuals, and self-insured organizations to help them operate more efficiently, make better decisions, and deliver stronger outcomes for their customers.

This is not a startup. Today, over 5,500 professionals support more than 350 clients across 13 global locations spanning the Americas, Europe, the UK & Ireland, the Middle East, Asia, Australia, and New Zealand.

What makes Xceedance different is our technology-first approach. We combine deep industry knowledge with innovative digital solutions and AI capabilities, including IAN, our AI orchestration platform, to help clients accelerate transformation and unlock measurable business value. Our work has earned industry recognition from leading analyst firms and technology partners, reflecting our commitment to innovation and excellence.

Why Join Xceedance?

Xceedance offers the best of both worlds: the stability of a successful global organization and the energy of a company entering an exciting new phase of growth.

Backed by significant investment and a strong track record of success, we are expanding our business globally, investing heavily in AI-led transformation, and growing our presence across new insurance segments. Our ambition is bold, and so are the opportunities for talented professionals who want to make an impact.

Whether you're looking to solve complex business challenges, work with cutting-edge technology, collaborate with industry experts, or accelerate your career growth, Xceedance provides a platform to do meaningful work at scale.

If you are passionate about innovation, enjoy building for the future, and want to be part of a company shaping the next generation of insurance services, we'd love to have you on this journey.

About the role

This is a hands-on, learn-by-doing role for someone who wants to see how a services business really runs. You'll sit alongside Xceedance's Chief Product Officer and their team, and your job is simple to describe and varied to do: make sure things happen.

Most of your week will be spent as a junior project manager and coordinator - tracking actions across client and internal projects, keeping our PMO reporting current, building the slides that go in front of clients and leadership, and putting structure into how the team stores and shares its work. The rest of your week is executive support for your manager: calendar, travel, expenses and the day-to-day admin that keeps a leader focused on the work only they can do.

You don't need to know insurance. We'll teach you the domain. What we can't teach is the attitude we're hiring for: someone who puts their hand up first, is comfortable not knowing yet, and treats "can you sort this?" as an opportunity rather than an interruption.

How your time will split, roughly

~50%

~20%

~30%

The mix will flex week to week; that's part of the job.

What you'll do

Project & PMO coordination - the core of the role

• Own the action logs, RAID logs and status trackers for a portfolio of projects; chase owners, close loops and flag slippage early.
• Prepare weekly and monthly PMO reporting - status packs, milestone views, resourcing and budget snapshots - and keep the underlying data clean.
• Schedule and run the mechanics of project governance: agendas, pre-reads, minutes, decisions and follow-ups for steering committees and working groups.
• Build and polish presentations for client meetings, leadership reviews and internal updates, working from rough notes or a verbal brief to a finished, on-brand deck.
• Coordinate small workstreams end to end under guidance - planning, dependencies, stakeholder updates - as your confidence grows.
• Help onboard new projects and team members: set up the plan, the folders, the cadences and the distribution lists so nothing starts from a blank page.

Team coordination & knowledge management

• Design and maintain a clear SharePoint / Teams folder structure for the team: naming conventions, version control, templates and an obvious home for everything.
• Act as the team's go-to coordinator - who's where, what's due, what's blocked - and keep shared trackers, distribution lists and team calendars current.
• Organize team rhythms and events: stand-ups, offsites, socials, visitor logistics and room bookings.
• Draft internal communications, summaries and briefing notes on behalf of the team.

Executive support to your manager

• Manage a complex calendar across UK, India and client time zones; protect focus time, resolve conflicts and make sure every meeting has what it needs.
• Prepare and submit expense claims accurately and on time; reconcile receipts and track approvals.
• Arrange domestic and international travel, visas and itineraries.
• Handle correspondence, approvals and requests that come to your manager, triaging what needs their attention and dealing with the rest.
• Keep an eye on deadlines and commitments your manager has made, and nudge before they become urgent.

What we're looking for

This is a graduate-level role. We care far more about how you work than what you've already done.

• A \"hands up\" attitude: you volunteer, you follow through, and no task is beneath you or beyond you.
• Genuinely organized - you like lists, structure and tidy folders, and you notice when things are drifting.
• Clear, confident written and spoken English; comfortable emailing senior people and chasing them politely.
• Strong working knowledge of Microsoft 365, especially PowerPoint, Excel, Outlook, Teams and SharePoint.
• Discretion and good judgement - you'll see calendars, costs and conversations that stay in the room.
• Able to juggle several small things at once without dropping the big one.
• Able to work from our London office 2-3 days a week and eligible to work in the UK.

Nice to have

• Up to a year's experience in a coordinator, PMO, analyst, EA or operations role - internships and placements count.
• Exposure to project tools such as MS Project, Planner, Jira, Smartsheet or Monday.com.
• A degree in any discipline, or equivalent experience.
• Some understanding of data, technology or cloud - from study, a project or a first job - and an interest in how they are used in a business.
• Interest in insurance, consulting or technology services - curiosity matters more than knowledge.
• Any experience working with colleagues in other countries or time zones.