Job Venue and Project Assistant, London

Overview of the role

The Venue and Project Assistant will support the overall business on general projects and events, including client services, sales and social media, as well as specific responsibilities for IT and Facilities. Reporting to both the IT & Facilities Manager and Event Director, the Venue and Project Assistant will split their time between the two areas, depending on calendar requirements.

They will be instrumental in assisting with the smooth running of The Labs and provide support for internal and external projects.

The role will be flexible and adaptive to respond to business requirements at the time, working with different teams and managers in the delivery of projects and tasks. They will take direction and guidance for project work from the IT & Facilities Manager and Event Director. They will be key in helping to meet project deadlines and deliverables.

The Venue and Project Assistant will also have day to day responsibilities as part of their facility management duties. These will be key to the successful running of The Labs, and will include support on event set up, bar staffing and security, amongst other responsibilities. In assisting the IT & Facilities Manager, the role will have exposure to activities in The Labs in particular gaining further experience in the general support and operations of the venue and all that it entails. There will also be an element of IT, AV and sound support, with direction and training of such coming from the IT & Facilities Manager or outside courses where necessary.

They will be responsible for flagging up any project deadlines or deliverables that cannot be met due to prior commitments within the facilities part of the role. Such conflicts will be resolved by the IT & Facilities Manager.

The Project Assistant will play a key role in supporting the planning, coordination and delivery of events held at The Labs. Working closely with the IT & Facilities Manager and relevant internal teams, they will help ensure events are professionally executed, client-ready and aligned with The Drum’s brand standards. Responsibilities span pre-event preparation, on-site support, and post-event administration.

Key Responsibilities:

The Venue and Project Assistant will be responsible for:

· Providing input and support for internal and external projects, planning and scheduling and organisation

· Supporting the management and maintenance of The Labs, including set up and take down of events, bar staffing and stock, locking and security

· Ensuring The Labs is tour-ready at all times

· Maintaining the labs booking calendar

· Assisting the IT & Facilities Manager with the overall running of lab events

· Supporting the administration and logistics of internal and client events

· Assisting with event logistics, including room layout, signage, furniture, bar setup, catering coordination and AV requirements, ensuring excellent client experience

· Acting as an on-site support presence during events, ensuring excellent client experience and smooth operational delivery.

· Ensuring the Labs is utilised to maximum capacity

· Supporting dry hire sales, leading organisation of delivery and Maintaining accurate event documentation

· Supporting the events team by uploading content to awards websites and maintaining accurate event information where required.

· Assisting in preparing, packaging and posting trophies and tracking deliveries Supporting supplier coordination, logistics planning and post-event reporting

· Supporting health and safety, insurance, security and other relevant governance

· Opening and closing of The Labs and London office

· Ensuring all drinks are entered into the bar till system

· Supporting the security of the London buildings – CCTV and alarms

· Supporting The Labs maintenance and modifications

· Supporting where necessary the set up and recording of the monthly company get together (aka Metronome/other company presentations)

· Flagging to the project lead if they are falling behind, or cannot deliver what is expected

· Flagging to the IT & Facilities Manager all project work they are involved in, and may be planned, and any conflict between facilities and projects workload

Requirements

· Ability to be flexible and adaptable

· Ability to learn quickly and manage multiple activities

· Well organised, able to plan ahead

· Happy to be hands-on and able to carry out some manual lifting

· Ability to work with others, be collaborative, comfortable working on their own and in a team, able to be a self-starter who utilizes quieter times to do useful background work

· Understands the importance of deadlines

· Reliable and trustworthy

· Confidence to raise issues and discuss challenges, work with manager on workload split

· Some weekend and evening work may be required, however TOIL will be awarded where appropriate

Benefits

• 28 days holiday
• Pension
• x2 paid volunteering days a year
• Company-wide mentoring programme
• Employee referral bonus
• Company social events
• Early finish on Fridays
• Dog friendly offices
• Eye care vouchers and contribution towards glasses
• Learning & Development fund/opportunities