Northern Suburbs: Project Manager Assistant posted by Optential Consulting

Overall Responsibility:
The Project Manager’s Assistant (PMA) supports the Project Manager (PM) in all aspects of congress or conference planning and execution. This includes assisting with scheduling, documentation, coordination with stakeholders, logistics management, and administrative follow-up. The PMA ensures tasks are completed accurately, deadlines are met, and all operational details align with the event’s objectives. The PMA serves as a key support function to ensure smooth communication, efficient workflow, and successful event delivery.

Main responsibilities of Focus Area:

• Event Coordination Support
• Maintain event schedules, plans, and documentation.
• Arrange meetings, prepare agendas, and follow up on action items.
• Track project progress and assist with general event administration.

Venue, Supplier & Logistics Coordination

• Research, evaluate, and communicate with venues and suppliers.
• Coordinate logistical details (AV, décor, catering, transport, accommodation).
• Maintain supplier records, track deliverables, and assist with on-site setup.

Speaker & Attendee Management

• Maintain speaker and attendee databases.
• Manage registration queries, attendee lists, and speaker confirmations.
• Prepare session materials, badges, and welcome packs.
• Support on-site registration and session logistics

Marketing and Communication Support

• Support updates to event websites, mailers, and social media posts.
• Proofread marketing materials and coordinate with designers or marketing teams.
• Respond to attendee queries via email or event platforms.

Administrative &Financial Support

• Process invoices and maintain financial records under PM guidance.
• Track budgets and assist with expense reporting.
• Maintain organized digital and physical event files.

Post-Event Support and Reporting

• Support post-event evaluations and stakeholder follow-ups.
• Assist in compiling summary and financial reports.
• Archive final documentation and lessons learned.

Minimum Education and/or Work Experience Requirements:
Education:

• Diploma or Bachelor’s degree in Event Management, Business Administration, Hospitality, or a related field.
• Project management or event coordination certification preferred.

Work Experience:

• 1–3 years of experience in event coordination, project support, or administrative assistance.
• Experience working on large-scale events or conferences preferred.
• Strong organizational, multitasking, and communication skills.
• Proficiency in Microsoft Office and project management software

Skills/Competencies Required:

• Responsibility and Accountability: Takes ownership of assigned tasks and follows through on commitments.
• Attention to Detail: Maintains high levels of accuracy in documentation, scheduling, and coordination.
• Proactive Approach: Anticipates needs, identifies potential challenges, and takes initiative to resolve them.
• Independence: Works confidently and effectively with minimal supervision, while maintaining team alignment.
• Organizational Skills: Able to prioritize multiple tasks and manage competing deadlines efficiently.
• Communication Skills: Clear, professional written and verbal communication with internal and external stakeholders.
• Team Collaboration: Works effectively with colleagues, suppliers, and clients to ensure smooth execution of tasks.
• Problem-Solving: Quickly identifies and resolves issues to support project continuity.
• Adaptability: Handles last-minute changes or unexpected situations calmly and efficiently.
• Professionalism: Represents the company and event with integrity, discretion, and service excellence.
• Client and Customer Focus: Ensuring positive experiences for clients and attendees, maintaining strong relationships.
• Strategic Thinking: Aligning event goals with broader organizational objectives for long-term success

Please note if you do not hear back from us within 3 weeks do consider your application unsuccessful.