Event Coordinator

BX Agency; Sydney; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

BX Agency, The Brand Experience Agency, seeks an Event Coordinator to support immersive brand events from concept through post-event follow-up. This full‑time hybrid role covers logistics, timelines, vendor relations, attendee communications, and alignment with client objectives.

You will partner with internal teams and clients, maintain project documentation, monitor budgets, and provide on‑site support to maximize delegate engagement and event impact.

Qualifications

• A relevant diploma or degree in Event Management, Marketing, Communications, or a related field (Advantageous).
• Minimum of 1 to 3 years of hands‑on experience in events, marketing, brand activation, or experiential/international events.
• Proven background in on‑site event management, executing both domestic and international programs.
• Strong working knowledge of event management software, specifically EventsAir, alongside proficiency with virtual event platforms and productivity tools.
• High proficiency with Microsoft Office tools; competency in Canva is desirable.

Responsibilities

• Manage air bookings, hotel group allocation, bookings with DMCs and other third-party suppliers, delegate registrations and payments.
• Design, set up and manage technological needs of clients through the development of a delegate database, event website, electronic marketing campaigns, management information systems, etc.
• Oversee delegate communications, written and verbal in preparation for each individual client event. Ensure the highest delivery of customer service and problem resolution.
• Manage aspects of supplier engagement including: instruction, communications, reservations, quality control, etc.
• Develop and maintain a thorough knowledge of systems employed by BX Agency including Events Air.
• Prepare for, and travel with events as required, managing pre-production, production and event logistics to exceed client expectations, project outcomes and a high level of customer satisfaction.
• Contribution to Budget Maintenance leading into the development of Client Budgets
• Prepare scheduled and/or adhoc event reports and statistics as requested or agreed with individual clients.
• Ensure Key Performance Indicators are met when working on client projects
• Contribute to management of client events to include set up, ongoing supplier negotiation and communications, reservations, instructions and organisation of event logistics. In conjunction with team leader, develop project management plans for each individual event in accordance with arrangements and timeline as agreed with client.

Skills

Event Planning & Management

Communication

Customer Service & Stakeholder Rel

Client-Facing & Commercial Awareness

Organizational Agility

Problem-Solving & Culture

Presentation & Creativity

Education

Diploma or degree in Event Management/Marketing/Communications

Tools

EventsAir

Virtual event platforms

Microsoft Office

Canva

Job description

BX Agency, also known as The Brand Experience Agency, specializes in immersive events that deepen connections between brands and their audiences. The agency is recognized for bold creativity and a focus on maximizing ROI so more resources can be dedicated to enhancing the delegate experience. With a strong emphasis on international events, BX Agency designs experiences that go beyond traditional marketing through multisensory engagement. By leveraging interactive installations, live demonstrations, and compelling storytelling, the agency creates memorable moments that foster positive brand associations and authentic loyalty.

Role Description

The Event Coordinator is a full-time, hybrid role responsible for supporting the planning and execution of immersive brand events from concept through post-event follow-up. Day-to-day tasks include coordinating logistics, timelines, and vendor relationships; managing attendee communications; and ensuring all event elements align with client objectives and brand experience standards. The role involves collaborating closely with internal teams and clients, maintaining detailed project documentation, and monitoring budgets and deliverables. The Event Coordinator will also assist with on-site event support, troubleshoot issues, and contribute ideas to enhance delegate engagement and overall event impact.

Key responsibilities:

• Manage air bookings, hotel group allocation, bookings with DMCs and other third-party suppliers, delegate registrations and payments.
• Design, set up and manage technological needs of clients through the development of a delegate database, event website, electronic marketing campaigns, management information systems, etc.
• Oversee delegate communications, written and verbal in preparation for each individual client event. Ensure the highest delivery of customer service and problem resolution.
• Manage aspects of supplier engagement including: instruction, communications, reservations, quality control, etc.
• Develop and maintain a thorough knowledge of systems employed by BX Agency including Events Air.
• Prepare for, and travel with events as required, managing pre-production, production and event logistics to exceed client expectations, project outcomes and a high level of customer satisfaction.
• Contribution to Budget Maintenance leading into the development of Client Budgets
• Prepare scheduled and/or adhoc event reports and statistics as requested or agreed with individual clients.
• Ensure Key Performance Indicators are met when working on client projects
• Contribute to management of client events to include set up, ongoing supplier negotiation and communications, reservations, instructions and organisation of event logistics. In conjunction with team leader, develop project management plans for each individual event in accordance with arrangements and timeline as agreed with client.

Selection Criteria:

Experience & Qualifications

• A relevant diploma or degree in Event Management, Marketing, Communications, or a related field (Advantageous).
• Minimum of 1 to 3 years of hands‑on experience in events, marketing, brand activation, or experiential/international events.
• Proven background in on‑site event management, executing both domestic and international programs.
• Strong working knowledge of event management software, specifically EventsAir, alongside proficiency with virtual event platforms and productivity tools.
• High proficiency with Microsoft Office tools; competency in Canva is desirable.

Skills & Core Competencies

• Event Planning & Management: Strong capability in coordinating complex logistics, strict timelines, and multi‑vendor relationships.
• Communication: Exceptional written and verbal communication skills for collaborating seamlessly with clients, partners, and internal teams.
• Customer Service & Stakeholder Relations: Solid customer service focus, delivering a positive, professional, and polished experience for delegates and stakeholders.
• Client‑Facing & Commercial Awareness: Foundational sales or client‑facing acumen to support sponsorship execution, identify upsell opportunities, and nurture long‑term relationships.
• Organizational Agility: Highly organized with exceptional attention to detail and the ability to manage multiple events simultaneously.
• Problem‑Solving & Culture: A quick thinker with strong problem‑solving abilities, a collaborative team player mindset, and a positive contribution to company culture.
• Presentation & Creativity: Excellent professional presentation and a creative mindset to think outside the box.

Other Requirements

• Travel & Flexibility: This role requires international and domestic travel. Candidates must be flexible to travel as required and work on weekends when events demand it.
• Remote & Hybrid Working: Strong ability to work independently in a remote environment, with a hybrid structure offering the option to work from home 2 days a week.

Closing Date: 10 December 2026

For more information or a copy of the position description, please contact [e-mail]