Organising events is often part and parcel of working as a personal assistant, especially in PA jobs in London. Whether it’s a small team meeting, a client dinner, or a large-scale corporate event, pulling everything together while managing your other responsibilities can feel like juggling plates. To help you succeed, here are some practical event planning tips to make life a bit easier.
1. Start with a clear plan
Every successful event starts with a solid plan. Once you know the purpose of the event, create a checklist of tasks to keep yourself organised. Include everything from venue booking and catering to guest lists and transport arrangements. Break it down into manageable chunks and set deadlines for each task.
When you’ve got a clear plan, you’re less likely to overlook the details. Plus, sharing your timeline with your boss or other stakeholders ensures everyone’s on the same page. This is especially important in PA jobs in London, where tight schedules and high expectations are the norm.
2. Build relationships with suppliers
As a busy PA, you might not have time to micromanage every aspect of an event. This is where having reliable suppliers comes in handy. Build strong relationships with trusted caterers, venues, and equipment providers, so you know you can count on them in a pinch.
If you’re new to this, ask around and carefully check out reviews of different suppliers and providers.
3. Stay on top of budgets
Budgets can make or break an event. Be clear on what you’ve got to work with from the outset and allocate funds to each area accordingly. Keep a running record of expenses and build in a contingency fund for unexpected costs.
Remember, in many PA jobs in London, being able to deliver a great event on budget can impress your boss and clients alike. It shows you’re resourceful, organised, and capable of making every penny count.
4. Use technology to your advantage
Don’t be afraid to lean on technology to streamline the process. Tools like Trello or Asana can help you manage tasks, while event planning software Eventbrite makes organising guest lists and invitations a breeze.
Even your trusty Outlook calendar can be a lifesaver for scheduling deadlines and reminders. Technology can help you keep track of everything and save precious time—something every PA appreciates!
5. Expect the unexpected
No matter how much you plan, there’s always a chance something won’t go as expected. Build a buffer into your timeline and have a backup plan for key elements like transport or catering. This flexibility will help you stay calm under pressure and quickly adapt to any last-minute hiccups.
At Love Success, the leading PA recruitment agency, we know that adaptability is a hallmark of successful PAs. Whether it’s a delayed delivery or a sudden change in the guest list, showing you can handle it with grace will enhance your reputation.
6. Prioritise communication
Keeping everyone informed is important to pull off a seamless event. Regularly update your boss on progress and confirm details with suppliers and attendees. Double-check everything a day or two before the event to ensure nothing falls through the cracks.
In PA jobs in London, strong communication skills are essential for juggling your boss’s expectations and coordinating with external vendors. It’s also a good way to build trust with everyone involved in the event.
Planning events can be one of the most rewarding (but also sometimes stressful!) parts of a PA’s role. Are you looking for PA jobs in London? We are your PA recruitment agency. Get in touch on 020 7870 7177.