Project Assistant (Exhibitions and Operations)

Help deliver exhibitions that run smoothly, look incredible, and land on time.

If you’re the kind of person who sees what’s missing, fixes it before anyone asks, and keeps people aligned under pressure, you’ll thrive here.

The Opportunity
Xzibit’s Expo team delivers high-quality exhibition installations across multiple industry sectors. This role supports our Operations Manager and Project Managers by keeping the details moving, crew locked in, logistics booked, and key stakeholders clear on what’s happening.

This is a hands-on role for someone who can jump in, work at pace, and follow things through properly.

What You’ll Be Doing
You’ll support multiple exhibition installs at once, with responsibilities including:

• Crew coordination (key part of the role): booking crew, confirming availability, managing inductions and site requirements, communicating schedule changes and call times, ensuring onsite timesheets are completed correctly, and following up anything missing
  


• Stakeholder coordination (confirmations and follow-ups): liaising with venues, expo organisers, suppliers, and contractors to confirm access times, delivery windows, bump-in rules, and onsite requirements. Keeping communications clear and documented, and escalating issues early when something does not line up
  Logistics: booking travel and accommodation when required, managing freight paperwork (labels, manifests), booking transport, and organising hire equipment (forklifts, scissor lifts, etc.)
  Project and office admin: maintaining accurate job folders and project records, taking meeting notes and actions, updating spreadsheets and schedules, supplier list maintenance, and general office support to keep projects moving
  

What Success Looks Like (First 90 Days)

• Project Managers and Ops say: “I don’t have to chase, it’s already handled.”


• Crew are booked early, confirmed properly, inducted, and have the right site information.


• Stakeholders get crisp updates with clear deadlines, next steps, and follow-ups.


• Freight and logistics paperwork is accurate and completed ahead of deadlines.


• Fewer last-minute surprises because details are confirmed early and gaps are flagged fast.
  

Who This Role Is For

You’re proactive and thrive in a fast-moving environment. You communicate clearly (written and verbal), and you can coordinate multiple moving parts without dropping details.

You take pride in being reliable: you follow up, document properly, and close loops.

You’ll Likely Bring

• Experience in project admin, operations coordination, scheduling, logistics, or office administration in a deadline-driven environment (events, exhibitions, construction, warehousing, or similar is a plus)


• Strong attention to detail (times, names, addresses, paperwork, run sheets, labels, and confirmations)


• Confidence juggling priorities across multiple jobs and stakeholders


• A service mindset, you keep projects moving by removing friction for others


• Confidence using software (calendar management, spreadsheets, Gmail/Outlook, and documentation)

Why Join Xzibit?

• Supportive, collaborative team culture


• Real variety, no two projects are the same


• A role where your work directly impacts delivery outcomes


• Opportunity to grow your coordination and operations skill set over time