Event Coordinator

ADAPT; Sydney; On-site; AUD 60,000 - 90,000; Full time

Benefits offered by this job

Professional growth

Collaborative environment

Autonomy

Job summary

ADAPT, a market-leading research, advisory and events company, seeks an Events Coordinator to own the planning and delivery behind our Sydney, interstate and New Zealand programs. You will coordinate venues, suppliers, travel and onsite delivery to ensure a smooth, high-quality experience for clients, partners and analysts.

The role requires strong organisation, exceptional communication and a proactive, solutions-focused approach.

Qualifications

• Experience planning or supporting events in professional, internship, or coordination roles.
• Strong organisation and time management; able to juggle multiple tasks.

Responsibilities

• Source and secure venues for roundtables, private events and ADAPT experiences; manage contracts and approvals.
• Coordinate catering, AV, signage, setup and final numbers; manage all logistics docs with venues and suppliers.
• Create and maintain run sheets; track event deliverables against deadlines.
• Support coordination between Event Operations, Client Success, Sales, Analysts and Marketing; manage staff calendar invites.
• Build and maintain relationships with suppliers and venues; handle bump-in briefs and communications.
• Negotiate pricing with venues and suppliers; manage contracts and invoices through Accounts Payable.
• Book and coordinate flights and accommodation for analysts, speakers and internal teams across regions; manage travel budgets.
• Independently lead onsite event delivery across regions, from bump-in to post-event troubleshooting.
• Manage event stationery, signage, name badges, promotional materials and inventory.

Skills

Event planning

Organization

Communication

Time management

Travel coordination

On-site delivery

Tools

ClickUp

Salesforce

HubSpot

Job description

Working with over 3,000 C-level executives from Australia and New Zealand annually, ADAPT is a market-leading research, advisory and multi-channel events company in the region.Our vision is to make Australia & New Zealand more commercially competitive, differentiated and productive on the global stage. We do this by working closely with business and technology leaders across enterprise and government organisations – equipping them with the knowledge, relationships, inspiration and tools they need to gain an advantage.

When you join ADAPT, you will set your career on track for outstanding achievement with a company that knows no limits. ADAPT has consistently achieved double-digit growth by steering clients toward the right decisions with locally focused business and technology insights and community access they can’t find anywhere else.

About the role

ADAPT runs events across Sydney, interstate and New Zealand, and this role owns the planning and delivery behind them.

You will coordinate venues, suppliers, travel and logistics, then lead onsite delivery so that clients, partners, analysts and our own team have a smooth, high-quality experience.

You will help lift the consistency of our event delivery, support the growth of our event program as it scales, and strengthen how teams across ADAPT work together on events.

***This role has a confirmed start date of 19 January 2027***

What you will do

• Source and secure venues for roundtables, private events and other ADAPT experiences, managing contracts, negotiations and approvals with Client Success and Sales.
• Coordinate catering, dietary requirements, AV, signage, room setup, final numbers and event orders, and manage all logistics documentation with venues and suppliers.
• Create and maintain run sheets, and keep event deliverables and operational tasks on track against deadlines.
• Support coordination between Event Operationss, Client Success, Sales, Analysts and Marketing, including internal event communications and staff calendar invitations.
• Build and maintain relationships with suppliers, vendors, venues, printers, caterers, styling and AV providers, including bump-in briefs and supplier communications.
• Negotiate pricing with venues and suppliers, and manage supplier contracts and invoices through to Accounts Payable.
• Book and coordinate flights and accommodation for analysts, speakers and internal teams across Sydney, interstate and New Zealand events, keeping travel within budget.
• Independently lead onsite event delivery across Sydney, interstate and New Zealand, from bump-in and registration through to troubleshooting, issue resolution and bump-out.
• Manage event stationery, signage, name badges, promotional materials, packing and inventory, replenishing stock before it runs low.
• Keep event workflows, budgets, approvals and reporting accurate and visible across our event systems, and identify opportunities to improve processes.

What you will need

• Experience planning or supporting events, whether in a professional, internship or coordination capacity.
• Strong organisation and time management, and the ability to juggle multiple tasks and priorities.
• A proactive, solutions-focused approach, with the confidence to raise issues and solve problems onsite and ahead of the event.
• Composure under pressure and adaptability in fast-paced environments.
• High attention to detail across logistics and execution.
• Clear written and verbal communication with internal and external stakeholders.
• A collaborative approach to working with colleagues, suppliers and vendors.
• Willingness to learn new systems and workflows, with exposure to tools such as ClickUp, Salesforce or HubSpot an advantage.
• The ability to travel interstate and support onsite events when required.

What we offer

In addition to an outstanding culture, team, and work environment, this ready-to-scale part of our business offers rapid advancement potential. ADAPT team members enjoy performance-related recognition and benefits, including:

• Opportunities for professional growth and skill development
• Collaborative and supportive team environment
• Freedom, trust, and autonomy to make meaningful impact