Assistant Project Manager - Events Management

COI Communications Limited

COI stands for Collection of Individuals – Based in Hong Kong, COI Communications is a boutique events & communications agency founded with a curious spirit and a specific objective: to offer businesses a new way to engage their audience in its most genuine, yet creative form. We curate the best collection of talent from our core team, our vendors and collaborators and clients - because we believe that a group of likeminded and determined individuals working together in tandem can create a force strong enough to break traditions, assumptions and expectations.

About the Role:

The Assistant Project Manager will play a key supporting role in the planning, coordination, and execution of creative and experiential projects for luxury and lifestyle clients. This position is ideal for someone with solid event management experience who thrives in a fast-paced environment and is ready to take on more responsibility while working closely with the Project Manager. The role involves managing multiple projects across Hong Kong, Mainland China, and APAC regions, ensuring seamless communication and execution.

Key responsibilities including but not limited to:

• Support the Project Manager in the end-to-end planning and execution of large-scale, multi-layered projects, from conception to completion
• Assist in developing pitches, including creative and experiential journey ideas, ensuring alignment with client objectives and brand messaging
• Monitor project progress, timelines, and budgets, providing regular updates to the Project Manager and ensuring alignment with client expectations
• Coordinate talent booking and procurement (e.g., performers, artists, key opinion leaders/influencers, hosts), managing artist requirements, contracts, logistic flight & hotels and schedules
• Coordinate communication external vendors to ensure smooth project execution
• Track and document project milestones, deliverables, and performance indicators, identifying and addressing potential risks or delays
• Assist the Project Manager to prepare updates, reports, proposals, decks and presentations, ensuring clear and professional communication
• Oversee logistical planning, including vendor coordination, production schedules, and on-site event support, ensuring all details are executed
• Help manage project documentation (e.g., contracts, budgets, timelines), ensuring accuracy and compliance with client and company standards
• Provide proactive support in troubleshooting and resolving project-related issues, escalating to the Project Manager when necessary

Key Attributes:

• 4-6 years of related experience in event management, marketing, or communications, preferably within the luxury or lifestyle sector
• Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously
• Proven ability to read and interpret technical drawings (e.g., CAD and SketchUp, Production Drawing)
• Proven ability to work in a fast-paced environment with tight deadlines and changing priorities
• Excellent communication skills in English; proficiency in Cantonese and/or Mandarin is highly desirable
• Solid understanding of project management principles and tools, with experience in budget tracking and timeline management
• Proactive, solution-oriented, and able to work independently with minimal supervision
• Strong interpersonal skills and the ability to build relationships with clients, vendors, and internal teams
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Willingness to work flexible hours and adapt to different time zones as needed
• Available to start immediately or within short notice