Employment Type: Full-time

Location: Great Portland Street – 3 days per week in the office

Group Overview: A leading management and professional services company based out of the UK and US, YMU provides a portfolio of services to a wide range of clients consisting of leaders in entertainment, film, music, radio, television and sport, including athletes, authors, digital influencers, media rights holders, musicians, producers, TV personalities and voiceover artists.

Job Purpose: To support the Live team with administration, project management, and operational services across tours and live events, ensuring their time is optimally utilized and events run smoothly and successfully.

Key Responsibilities:

• Track and monitor project and event timelines, ensuring milestones and deadlines are met. Proactively flag risks, blockers, or delays and escalate where needed.
• Manage the event pipeline and day-to-day needs of the team, including scheduling, logistics, and overall coordination.
• Liaise with stakeholders (e.g., production partners, promoters, PR, photographers) by phone and email to manage event logistics, and communicate with vendors, suppliers, and contractors to ensure all services are in place.
• Serve as a point of contact between the live team and talent management, supporting talent needs, schedules, and last-minute changes.
• Proofread press releases, announcements, artwork, and other promotional materials.
• Write clear briefs for creative, photography/filming, PR, marketing, event, directors, and producers.
• Review and understand contracts, collaborating with your line manager to ensure smooth execution of terms.
• Assist in tracking event budgets, processing invoices, managing expenses, and supporting financial reporting.
• Handle administrative duties including coordinating internal/external meetings, arranging travel, and ordering props/materials.
• Ensure smooth running of all meetings: prepare rooms in advance, check tech, provide refreshments, and greet guests.
• Capture meeting minutes, track and log action items, and monitor deadlines to ensure follow-up until completion.
• Manage team calendars, ensuring meetings, deadlines, and events are accurate and up to date.
• Maintain team files, shared drives, and records of bookings, contracts, and schedules, keeping them organised and accessible.
• Support the team with recurring admin tasks and respond promptly to internal requests and queries.
• Attend events, including evenings and weekends, as required.
• Contribute creative ideas to live strategies and projects.

Person Specification:

Essential Requirements

• Proven experience in an assistant or team coordinator role
• Proven experience in project management, including coordinating timelines, resources, and teams to ensure successful project delivery
• Genuine interest in live entertainment
• Strong maths and analytical skills with experience managing a P&L/budgets
• A proactive and flexible approach to work, including willingness to take on ad-hoc tasks
• Professional, discreet, and able to handle sensitive information appropriately
• Excellent verbal and written communication skills, including the ability to take detailed minutes and formalise documentation
• Demonstrates exceptional attention to detail in all tasks and communications.
• Responds to emails efficiently and promptly, ensuring smooth and timely workflow.
• Proactively anticipates requirements and takes initiative without needing direction.
• Highly organised, with the ability to prioritise and manage multiple responsibilities effectively.
• Remains resilient, composed, and focused when working under pressure or to tight deadlines in a fast-paced environment.

Desirable Requirements

• Experience in event promotions, touring, or live events
• Strong creative flair

We offer a wide variety of benefits including:

• Access to flexible working conditions
• Wellhub Silver membership
• Private medical after 12 months' service
• Life Insurance
• Enhanced Family leave
• 24/7 Employee Assistance Programme
• Cycle to Work Scheme
• Menopause Benefit
• Workplace Nursery Scheme
• Unlimited holiday (discretionary)

Please email your CV and Cover Letter to Careers@ymugroup.com to apply.