Project Assistant

About Parade:

Parade is an independent, founder-led Event Concierge agency, specialising in an often-overlooked part of the event experience - the guest journey before and after a key brand moment.

Parade delivers a highly personalised service to support the delivery of luxury events. We specialise in VIP guest management and logistics for UHNWIs, talent, press and influencers. Our dedicated team take care of all hospitality elements including hotels, meet & greet, transport, gifting, experiences, reservations, spa bookings, beauty and grooming, as well as providing a proactive onsite concierge service.

Parade exists to champion the importance of the seamless guest experience, and it is our mission to deliver guests to an event in the best possible frame of mind.

Leveraging our unique access, we also create Bespoke Experience programmes to help companies and brands attract, engage and retain their clients.

Our Culture:

-      We treat our team, suppliers, clients and guests as valued guests and look after them, taking time to understand their needs.

-      We embody hospitality.

-      We do good work that we’re proud of for nice people, with nice people.

Overview:

The role of the Project Assistant is to support Parade’s project team in the planning and delivery of our client work across a range of event functions. Working closely with Project Managers and Project Directors, you will help ensure projects are organised, accurate and delivered to Parade’s standards.

This is a hands-on, varied role spanning project administration, guest logistics, supplier coordination and on-site support. You will be expected to manage your own tasks, keep information up to date and communicate clearly with the wider project team.

The Project Assistant must be highly organised, flexible and comfortable working across multiple tasks at once. A strong eye for detail, a proactive approach and the ability to work at pace are essential.

We all work remotely, and we have team office days at least once a week. Travel and on-site work will be required.

Key Areas of Responsibility

Project Support

- Supporting the preparation of client proposals, presentations, budgets and project plans

- Supporting project finance administration including budget updates, invoice tracking and reconciliation

- Supporting client communications and ensuring actions, milestones and deadlines are tracked and followed up

- Preparing and updating project documentation including Project Plans, Templates, Guest Itineraries, Presentations and Briefing Notes

- Supporting guest logistics including hotels, meet & greet, transport, restaurants and other hospitality requirements

- Liaising with suppliers, gathering information and cross-checking details to ensure project information is complete and accurate

- Supporting the research and preparation of Bespoke Experience ideas and supplier options

- Maintaining project information on Monday.com and ensuring boards, guest data and workflows are kept up to date

- Supporting the coordination and onboarding of freelancers, hosts & hostesses for projects

- Supporting restaurant, bars and nightlife research, booking and payments

- Supporting hair & make up bookings and schedules

- Supporting gifting research, ordering, packing and distribution plans

- Assisting with project Health & Safety administration, including gathering supplier documentation

- Supporting on-site delivery as required, including guest management, team coordination and concierge support

- Supporting post-event reconciliation, feedback, data archiving and close-out tasks

Looking “Out”

- Researching new suppliers, venues, restaurants, experiences and relevant industry trends

- Building positive relationships with Parade’s supplier network and representing Parade professionally at all times

Skills & Experience:

-  Experience delivering high-end projects within the luxury events sector – specifically guest management and logistics projects

-  Strong understanding of luxury service standards and guest experience management – concierge experience is an advantage

-  Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.

-  Excellent command of written and spoken English, to native or equivalent professional proficiency, with exceptional communication skills and attention to detail.

-  Fluency in French, both written and spoken, would be a significant advantage. …