Project Assistant (Exhibitions and Operations)

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  "last_changed_at": "2026-05-30T06:11:04.491Z",
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  "inferred_at": "2026-06-06T10:24:14.166Z",
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  "workplace_type": "on_site",
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      "state": "Queensland"
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    "departmentLabel": "Exhibitions",
    "employmentStatusLabel": "Full-Time"
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    "location": {
      "city": "Luscombe",
      "state": "Queensland",
      "postalCode": "[email protected]",
      "addressCountry": "Australia"
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    "datePosted": "2026-05-16",
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    "description": "<p><span style=\"font-weight: bold\">Help deliver exhibitions that run smoothly, look incredible, and land on time.</span></p>\n<p><br></p>\n<p>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.</p>\n<p><br></p>\n<p><span style=\"font-size: 14pt; font-weight: bold\">The Opportunity</span><br>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.</p>\n<p><br></p>\n<p>This is a hands-on role for someone who can jump in, work at pace, and follow things through properly.</p>\n<p><br></p>\n<p><span style=\"font-size: 14pt; font-weight: bold\">What You’ll Be Doing</span><br>You’ll support multiple exhibition installs at once, with responsibilities including:</p>\n<p><br></p>\n<ul>\n<li><span style=\"font-weight: bold\">Crew coordination (key part of the role)</span>: 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<br></li>\n<li><span style=\"font-weight: bold\">Stakeholder coordination <span style=\"font-weight: bold\">(</span></span>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<br><span style=\"font-weight: bold\">Logistics:</span> booking travel and accommodation when required, managing freight paperwork (labels, manifests), booking transport, and organising hire equipment (forklifts, scissor lifts, etc.)<br><span style=\"font-weight: bold\">Project and office admin:</span> 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<br></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-size: 14pt; font-weight: bold\">What Success Looks Like (First 90 Days)</span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Project Managers and Ops say: “I don’t have to chase, it’s already handled.”</span></li>\n<li><span style=\"font-size: 12pt\">Crew are booked early, confirmed properly, inducted, and have the right site information.</span></li>\n<li><span style=\"font-size: 12pt\">Stakeholders get crisp updates with clear deadlines, next steps, and follow-ups.</span></li>\n<li><span style=\"font-size: 12pt\">Freight and logistics paperwork is accurate and completed ahead of deadlines.</span></li>\n<li><span style=\"font-size: 12pt\">Fewer last-minute surprises because details are confirmed early and gaps are flagged fast.</span><br></li>\n</ul>\n<p><br></p>\n<p><br><br></p>\n<p><span style=\"font-size: 14pt; font-weight: bold\">Who This Role Is For</span></p>\n<p><span style=\"font-size: 12pt\">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.</span></p>\n<p><br></p>\n<p><span style=\"font-size: 12pt\">You take pride in being reliable: you follow up, document properly, and close loops.</span></p>\n<p><br><br></p>\n<p><br></p>\n<p><span style=\"font-size: 14pt; font-weight: bold\">You’ll Likely Bring</span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">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)</span></li>\n<li><span style=\"font-size: 12pt\">Strong attention to detail (times, names, addresses, paperwork, run sheets, labels, and confirmations)</span></li>\n<li><span style=\"font-size: 12pt\">Confidence juggling priorities across multiple jobs and stakeholders</span></li>\n<li><span style=\"font-size: 12pt\">A service mindset, you keep projects moving by removing friction for others</span></li>\n<li><span style=\"font-size: 12pt\">Confidence using software (calendar management, spreadsheets, Gmail/Outlook, and documentation)</span></li>\n</ul>\n<p><br><br></p>\n<p><span style=\"font-size: 14pt; font-weight: bold\">Why Join Xzibit?</span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Supportive, collaborative team culture</span></li>\n<li><span style=\"font-size: 12pt\">Real variety, no two projects are the same</span></li>\n<li><span style=\"font-size: 12pt\">A role where your work directly impacts delivery outcomes</span></li>\n<li><span style=\"font-size: 12pt\">Opportunity to grow your coordination and operations skill set over time</span></li>\n</ul>\n<p><br></p>\n<p><br></p>",
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    "minimumExperience": "Mid-level",
    "jobOpeningShareUrl": "https://xzibit.bamboohr.com/careers/62",
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