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Project Administration Executive

  • London, UK
  • Full Time
  • £26k - £28k
  • Analytics
  • Administration
  • Analyst
  • Data
  • Events
  • Customer service

Job Description

Full-time | Permanent | Office-based, Richmond
Salary: £26K - £28K based on relevant industry experience

About the Role
Are you a confident, curious and highly organised graduate with a genuine passion for travel, hospitality, luxury experiences and discovering new places?
Do you enjoy researching ideas, working with numbers, solving problems and making sure every detail is absolutely right?
We are looking for a bright, bubbly and commercially minded Project Administration Executive to join our team.

This is a varied and fast-paced role for someone who is naturally curious, exceptionally detail-oriented and enjoys taking an idea and turning it into something that works brilliantly in practice.

This is not an Events Manager role. We are looking for someone at the beginning of their career who is keen to learn, take responsibility and develop their skills across project administration, travel, research, commercial management and client projects.
You will support a diverse range of projects for UK and international markets, working on everything from research and travel planning to budgets, purchasing, proposals and project administration. You may also have the opportunity to work with high-profile brands, products and individuals.

The ideal candidate will be confident enough to pick up the phone, curious enough to ask questions, analytical enough to understand the numbers and meticulous enough to spot when something doesn't add up.
Most importantly, you will bring energy, positivity, enthusiasm and a can-do attitude to everything you do.

Key Responsibilities
  • Support projects from initial enquiry through to completion, under the direction of the wider team.
  • Handle enquiries professionally and efficiently, ensuring that every detail is followed through from start to finish.
  • Research destinations, hotels, experiences, suppliers, products, trends and opportunities across the travel, concierge and events industries.
  • Help develop creative ideas and marketing initiatives for inclusion within projects and proposals.
  • Support pitches through research, idea generation, proposal writing and presentation preparation.
  • Assist with project budgets, costing and financial administration, ensuring projects remain accurate, commercially viable and on budget.
  • Carefully review information, figures and documentation, identifying errors, inconsistencies or potential issues.
  • Maintain accurate project records and ensure that costs, deadlines and project details are kept fully up to date.
  • Help ensure projects are delivered on time, on specification and on budget through close communication with the project team.
  • Help prioritise and coordinate workloads across projects.
  • Assist with stock purchasing, stock management and reordering.
  • Liaise with suppliers, clients and other external contacts as required.
  • Keep up to date with new trends, destinations, products and experiences across the travel, concierge and events industries.
  • Stimulate, challenge and develop ideas alongside creative, project and administration teams.
  • Assist with external promotion and help organise relevant exhibitions, networking opportunities and industry events.
  • Work closely with colleagues and individuals involved in projects to ensure clear communication and smooth delivery.
  • Participate in regular one-to-one meetings and contribute ideas for improving collaboration, processes and knowledge sharing.
  • Ensure senior management is kept informed of any issues, risks or opportunities relating to your responsibilities.
  • From time to time, and very occasionally, assist with personal errands for members of the team as required.

The Person We're Looking For
We're looking for personality as much as experience.
You may be a recent graduate or have some relevant experience, but above all you will be someone who is bright, ambitious, personable, switched-on and genuinely excited by travel.
You will be:
  • Passionate about travel and naturally curious about different countries, cultures, destinations and experiences.
  • Highly analytical, with a strong ability to read, interpret and question information and numbers.
  • Extremely detail-oriented and someone who takes genuine pride in getting things right.
  • Comfortable working with budgets, costs and figures and able to spot discrepancies quickly.
  • Commercially aware, with an understanding that great ideas also need to make financial and practical sense.
  • Highly organised, with the ability to manage multiple priorities without losing sight of the detail.
  • Confident and articulate, with excellent written and verbal communication skills.
  • Naturally positive, energetic and enthusiastic.
  • A proactive problem solver who doesn't simply identify an issue but looks for the right solution.
  • Hardworking, resilient and willing to roll up your sleeves and get things done.
  • Comfortable taking responsibility and working independently while also being a strong team player.
  • Confident enough to ask questions, challenge ideas and contribute your own.
  • Friendly, sociable and naturally personable.
  • Happy working in a busy environment where priorities can change quickly.
  • Naturally curious about new destinations, experiences, brands, trends and opportunities.
  • Computer literate, with strong numerical skills and confidence using spreadsheets and standard office software.
  • A strong communicator with excellent attention to written detail.
  • Fluent in another language would be advantageous, but is not essential.

What We're Looking For
A Passion for Travel
You should genuinely love travel and be curious about what makes a destination, hotel, restaurant or experience special.

An Analytical Mindset
You won't be expected simply to take information at face value. We want someone who reads carefully, checks the detail, understands the numbers and asks:
"Does this actually make sense?"

Commercial Discipline
Creativity is important, but so is knowing what something costs. You will need to be comfortable working with budgets, checking figures and ensuring that projects meet their financial requirements.

Exceptional Attention to Detail
The small things matter. We need someone who notices missing information, double-checks details, spots errors and takes ownership of accuracy.

Confidence & Personality
You will be working with a wide variety of people, so being friendly, engaging and confident is essential. We want someone who brings energy and enthusiasm into a room.

Initiative & Drive
We are looking for someone who doesn't wait to be told what to do. You should be comfortable taking ownership, finding solutions and getting things done.

A Willingness to Learn
You don't need to know everything on day one. What matters is that you are curious, ambitious, hardworking and willing to learn quickly.

Hours & Working Environment
This is a full-time, permanent, office-based position, with the successful candidate expected to work from the office five days a week.
Office hours: 9am–6pm

Due to the nature of the role, there will be regular evening work to attend networking, sales and industry events. Some weekend, overnight and international travel may also be required.
As international travel is an important part of the role, a valid UK passport is essential.

Career Development
This role provides an opportunity to develop a broad range of skills across project administration, travel research, client services, commercial management, budgeting, purchasing, marketing and business development.
For the right person, there is significant scope for progression.
After successfully establishing yourself in the role, you could progress to Project Executive, taking responsibility for larger and more prestigious accounts and eventually developing and managing your own portfolio of clients.
Progression is based on performance, contribution and results, with the opportunity for rapid career development for someone who demonstrates the drive and ability to succeed.

In Summary
We're looking for someone who is:
Smart. Curious. Commercial. Detail-obsessed. Confident. Positive. Hardworking. Sociable. And genuinely passionate about travel.
If you're the kind of person who can spend the morning analysing a spreadsheet, the afternoon researching an incredible destination and the evening confidently networking with clients, and enjoy all three then this is the role for you.

 
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