We are looking for a lively, fun Project Coordinator for a fabulous client of ours.
A full-service engagement agency delivering magic for audiences in virtual, hybrid and live events, strategy, content, production and technology. They are a communication, engagement and logistical agency for some of the world’s leading organisations.
The event project coorindator will assist and support the project teams with the planning and execution of events from conception through to completion. To oversee an array of live and virtual events which meet or exceed client expectations and requirements within budget and time.
Key responsibilities and accountabilities:
Support the Account Lead with client relationship building where possible
Support the Account Lead at general client meetings, calls and reviews as required
Lead project specific client meetings and calls where project manager is not present (where possible)
Assist project managers across multiple projects with the general preparation, planning, organisation, and delivery of virtual and live events including but not limited to:
Print and signage
Ancillary meetings/country dinners
Updating and maintaining event documentation
Compliance checks and reporting
Site visits and onsite support
Manage small scale events/dinners with the support of the project manager and/or line manager
Adhere to best practices and use of project management tools
Have input in updating and implementing internal/client specific processes and templates
Support and maintain good supplier relationships in addition to ongoing communication with third party suppliers
Basic understanding of required resources needed for your project, heavily supported by line manager
Support the project lead with the implementation of onsite documentation (virtual or live) to include but not limited to:
Slides for the staff & client briefings
Crew flight booking
Support the project lead with both internal & client debriefs providing ideas on how to improve in the future
Support with any post event reporting requirements
Basic understanding of scope of work, flagging to line manager when you think items may fall outside of this
Budget Reconciliation & Finance Management:
Support with updating budgets where applicable, heavily supported by line manager
Basic understanding of how PM tracks days vs Clockify tracker
Support project lead by pulling project specific Clockify reports weekly
Support project lead in ensuring all third-party invoices are received to ensure the project lead can deliver a prompt final budget reconciliation (maximum 45 days or client specific)
Input of timesheet activity daily
Manage and submit personal expenses and credit card reconciliations within timeframes specified
Ensure compliance with company privacy and security protocols supported by line manager
Ensure compliance with GDPR (General Data Protection Regulations) 2018 Regulations supported by line manager
Work collaboratively with Board, Peers, and all teams to ensure effective delivery of all client projects, including travelling on site as required.
Attend company training days as and when required.
Attend company meetings as and when required.
Undertake any additional task as required to support the business.
Live our values everyday:
Enjoy what you do, never be afraid to positively challenge and go the extra mile to exceed the client expectations adding wherever possible a little touch of magenta magic!
This position would suit:
Event Project Coordinator, Project Coordinator, Event Executive, Agency Project Coordinator, Project Coordinator Agency, Live Events Coordinator, Live Events Executive.