Job Description: Project Assistant

Job Overview

We are seeking a dynamic and organized Project Assistant to join our events and operations team. The Project Assistant will play a crucial role in supporting the planning, coordination, and execution of various events and activations.

Key Responsibilities

• Assist in the planning and coordination of events from conception to execution.
• Collaborate with internal teams and external vendors to ensure all event logistics are meticulously organized, including venue selection, catering, audiovisual requirements, transportation, and accommodations.
• Support the development and management of event budgets, including tracking expenses, processing invoices, and identifying cost-saving opportunities.
• Coordinate event logistics such as attendee registration, RSVP management, guest communication, and on-site support during events.
• Assist in the creation and distribution of event marketing materials, invitations, and promotional collateral.
• Conduct research on industry trends, event best practices, and potential event venues or suppliers to enhance event planning processes.
• Provide administrative support to the events team, including scheduling meetings, preparing meeting agendas, taking minutes, and maintaining organized files and documentation.
• Handle post-event activities, including gathering feedback, evaluating event success, and preparing post-event reports.
• Maintain excellent communication with internal stakeholders, external partners, and event attendees to ensure a seamless event experience.
• Assist with other tasks and projects as assigned by the AVP Head.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree in Marketing, Communications, or related field preferred.
• Previous experience in event planning, coordination, or related roles is advantageous.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Excellent attention to detail and accuracy, with a proactive approach to problem-solving.
• Proficiency in Microsoft Office suite and event management software/tools.
• Excellent verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.
• Flexibility to work overtime as required during peak event periods.
• A positive attitude, strong team player mentality, and willingness to learn and adapt in a collaborative environment.

Key Competencies

• Organizational and communication skills
• Proficiency in office software
• Teamwork and collaboration
• Flexibility and adaptability
• Initiative and proactiveness

Please refer to job description.