Working Conditions:
Reports To: TMO
Direct Reports: None
Hours of Work: Average 40 hours per week
Contract Type / Length: Fixed Term Contract till end of 2028
Location: Stockley Park, Uxbridge / Chiswick Park
Department: IMG Studios

• The role will involve managing multiple priorities, deadlines and stakeholder requests in a fast-moving transformation environment.
• Occasional flexibility may be required to support key programme meetings, workshops or delivery milestones.
• The role may involve working with confidential, commercially sensitive or business-critical information.

Overview of Job
Project ONE is a major business transformation programme designed to support the future of IMG's workplace, technology, operations and ways of working.
The Team Assistant will provide high-quality project coordination and governance support across the programme, helping the Project ONE team stay organised, informed and focused on delivery. The role will support the programme's meeting and governance rhythm, maintain accurate project information, track actions and decisions, coordinate inputs across workstreams and help ensure that activity progresses smoothly and transparently. This is a varied role for a highly organised, proactive and collaborative individual who is confident working across multiple workstreams and stakeholder groups.

Key Responsibilities and Accountabilities

• Coordinate the Project ONE meeting and governance cadence, including scheduling meetings, preparing agendas, circulating documents and recording actions, decisions and next steps.
• Maintain accurate project trackers, action logs, decision logs, risk and issue registers, dependency trackers and other programme-management information.
• Follow up with workstream leads and stakeholders to ensure actions, deliverables and approvals are progressed to agreed timescales.
• Support the preparation and collation of weekly, monthly and ad hoc programme updates, dashboards, presentations and briefing materials.
• Coordinate inputs from Real Estate, Technology, Operations, Finance, Legal, People and Culture, Marketing & Comms and other relevant teams.
• Ensure programme documents, meeting materials and key records are stored consistently, version control is managed and documents are easy for the Project ONE team to access.
• Support the preparation of governance forums by compiling documents, checking completeness and highlighting outstanding inputs.
• Maintain clear records of programme decisions, ensuring that owners, deadlines and dependencies are visible and understood.
• Assist with project planning activities, including milestone tracking, workshop coordination, stakeholder sessions and programme events.
• Arrange internal and external meetings, including room bookings, visitor arrangements, virtual meeting links and supporting logistics.
• Prepare meeting notes and concise summaries that clearly capture outcomes, actions, owners and deadlines.
• Monitor collaboration channels and programme requests, ensuring queries are directed to the right person and followed through where appropriate.
• Support the onboarding of new Project ONE team members, consultants and suppliers by coordinating introductions, access requirements, background materials and relevant briefings.
• Assist with purchase orders, invoices, supplier administration and other routine project-management processes where required.
• Contribute to a positive, collaborative and well-organised team environment, using initiative to identify ways of improving programme administration and information flow.
• Other responsibilities within the scope and purpose of the role.

Knowledge and Experience

Required
• Experience in a team assistant, project assistant, programme coordinator, PMO support or similar role.
• Experience coordinating meetings, preparing agendas and papers, taking clear minutes and tracking actions through to completion.
• Experience maintaining accurate records, trackers and project or programme information.
• Experience working with stakeholders at different levels and across multiple teams.

Desirable
• Experience supporting a transformation, property, technology, relocation, operations or business-change programme.
• Experience working in a PMO or governance environment.
• Familiarity with project-management disciplines, including risks, issues, dependencies, decisions and change control.
• Experience working with external consultants, contractors or suppliers.
• Experience in a media, sport, entertainment, technology or other complex operational environment.

Skills and Abilities

Required
• Strong organisational skills, with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and a methodical approach to maintaining accurate records.
• Strong written and verbal communication skills.
• Good working knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Ability to prepare clear meeting notes, concise summaries and professional programme materials.
• Ability to build effective working relationships with people at different levels and across different functions.
• Confidence to follow up with stakeholders, ask clarifying questions and escalate issues when appropriate.
• Ability to work independently while contributing positively as part of a collaborative programme team.
• Ability to handle confidential and commercially sensitive information with discretion.

Desirable
• Experience using collaboration, project-management or document-management tools.
• Experience preparing dashboards, status reports or governance packs.
• Basic understanding of project plans, milestones, dependencies, risks and issues.