In 1999 a high-level concierge service was founded in a basement apartment in Notting Hill. In the decades since, the business has evolved into an international full-service agency that has earned itself a globally recognised track record of delivering some of the most impactful and innovative experiences around for clients such as LinkedIn, Gong and VeeFriends. We have great ambitions and are proud of everything we’ve built since our basement apartment days, but we’re still growing, and for our next phase, we need you!
Purpose
The Project Coordinator will work closely with the Senior Project Manager and Project Directors to support the planning, execution, and successful delivery of events. You will be responsible for managing key logistical elements, maintaining effective communication across teams, and assisting in the coordination of resources to ensure smooth project delivery.
Reports to: Lead Event Services Manager
Key Responsibilities
- Assist the Senior Project Manager and Project Directors in tracking project progress, timelines, and key deliverables.
- Support task delegation to team members and suppliers, ensuring clear understanding of roles and responsibilities.
- Maintain project documentation, including schedules, timelines, and critical paths, ensuring accuracy and accessibility.
- Assist in the day-to-day coordination of the event team, addressing any minor issues and escalating significant matters to the Senior Project Manager or Project Directors.
- Assist in coordinating logistics across multiple teams (creative, technical, operations) to ensure all event elements are aligned.
- Support the setup of projects on internal systems (e.g., Asana, Procim), including activating necessary processes and timelines.
- Assist in preparing agendas for meetings, taking notes on key decisions, and distributing action points to relevant stakeholders.
- Assist in developing project briefs and maintaining effective communication between the internal team and external suppliers.
- Help with logistical planning, including supplier coordination, registration processes, and venue arrangements.
- Support budget tracking and updating, assisting with real-time financial monitoring as needed.
- Provide on-site or virtual support during events, assisting with supplier coordination and handling logistics as directed.
- Act as a point of contact for team members during the event, helping to resolve minor issues efficiently.
- Help compile event debrief reports, capturing key learnings and feedback from the team and clients.
- Support the reconciliation of budgets and ensure accurate documentation of financial records.
- Contribute to post-event case studies.
- 2 years minimum experience in event coordination or project support.
- Strong organisational and time management skills.
- Excellent communication and interpersonal abilities.
- Proficiency in project management software (e.g., Asana, Procim) is an advantage.
- Ability to multitask and manage multiple projects simultaneously.
- Detail-oriented with problem-solving skills.
Our commitment to diversity and inclusion
At emc3, diversity and inclusion are at the heart of our values, and we are committed to providing a meaningful and inclusive interview experience for all candidates. If you require an accommodation or adjustment for a disability or any other reason during the hiring process, please let us know by reaching out to your recruiting contact.
We are proud to be an equal-opportunity employer and celebrate the unique perspectives and experiences that diversity brings to our team. We are committed to fostering an environment where everyone can thrive. emc3 does not discriminate based on race, religion, color, ancestry, national origin, caste, sex, sexual orientation, gender identity or expression, age, disability, medical condition, pregnancy, genetic information, marital status, or military service. Together, we believe that inclusivity builds stronger, more innovative teams.