Project Manager - Direct Activities

The Mainstay Foundation, a UK registered charity, is seeking a Project Manager to lead the direct delivery of national initiatives and flagship events, including The Muslim Convention, The Community Network, and the Najaf Retreat. This is a hands-on, delivery-focused role based in London with UK-wide travel required, including some evening and weekend work.

Role Overview

You will take full ownership of projects from concept through execution, working with internal stakeholders, volunteers, suppliers, and community partners across the UK. Beyond delivery execution, you'll represent the Foundation publicly and support community engagement, outreach, and fundraising efforts.

Key Responsibilities

• Lead end-to-end project delivery from concept to completion, developing project plans, timelines, milestones, and delivery frameworks
• Manage operational logistics including venues, suppliers, staffing, travel, accommodation, and event-day operations; maintain schedules, run-sheets, briefing packs, and action logs
• Build and manage relationships with stakeholders, partners, suppliers, and speakers; lead coordination meetings and escalate issues as needed
• Recruit, brief, coordinate, and oversee volunteers across events; allocate responsibilities and ensure adequate event-day coverage
• Prepare and manage project budgets; obtain quotes, monitor commitments, track spend, and maintain financial documentation
• Identify risks early and implement mitigation strategies; ensure compliance with charity policies, health and safety, GDPR, and safeguarding; handle real-time incident escalation
• Represent the Foundation in public-facing settings and support project visibility, outreach, and fundraising efforts
• Produce structured post-project reports covering outcomes, learnings, budget positions, and recommendations; contribute to improving delivery processes and templates
• Provide team cover and support other duties as needed

Required Qualifications & Experience

• Proven end-to-end delivery experience on events or projects
• Strong attention to detail with accurate documentation and reporting
• Strong organisational and coordination skills managing multiple workstreams
• Experience working with stakeholders, suppliers, and volunteers
• Excellent written and verbal communication and interpersonal skills
• Budget preparation and spend-tracking experience
• Proficiency in Microsoft 365 (Teams, Excel, Word, Planner, SharePoint)
• Confidence representing an organisation publicly
• Ability to work flexibly (evenings and weekends) and travel across the UK
• Right to work in the UK
• DBS check (existing or willingness to undergo one)
• High ownership mindset focused on delivery and outcomes
• Structured, compliant working approach aligned with organisational policies

Desirable

• Charity or community sector experience
• Large-scale event or programme delivery experience
• Volunteer recruitment and coordination experience
• ERP/CRM familiarity
• Public speaking, outreach, or community engagement experience
• Safeguarding awareness
• Experience in faith-based or values-led organisations
• Knowledge of Shia Ithna-Asheri Muslim faith
• Fundraising or donor engagement experience
• Fluency in relevant second language (Arabic, Gujarati, Hindi, Swahili, Urdu)