Events Manager, Executive Mastermind Program

The Mentor List; Melbourne; Hybrid; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Melbourne CBD office

Flexible Fridays

Job summary

The Mentor List is seeking an experienced Events Manager to plan and coordinate its Executive Mastermind Program across multiple cities. The role covers end-to-end calendar management, budgeting, venue bookings, travel logistics and coordinating guest mentors.

Based in Melbourne with four days in the CBD office and flexible Fridays, the role involves working with former CEOs and senior leaders to deliver nine annual sessions per group and two national networking events.

Qualifications

• 3+ years coordinating recurring corporate events, executive or board meetings, or a busy EA role with heavy event and travel management
• Comfortable taking ownership, showing initiative, managing competing deadlines and working independently
• An excellent communicator who builds strong relationships and follows through on commitments
• Meticulous, calm and proactive; you anticipate needs before anyone asks
• A keen eye for detail and a genuine care for making people feel welcomed and valued
• Confident and polished with C-suite stakeholders
• Experienced booking domestic and international travel and accommodation
• Venue and restaurant contacts across capital cities, Singapore or Auckland are a bonus

Responsibilities

• Plan and maintain the annual Mastermind calendar and each six-weekly tour
• Be the operational partner for our Group Chairs, including scheduling, briefing packs, agendas and invoicing
• Source, book and coordinate guest mentors from first conversation to thank you and payment
• Book boardrooms, private dining rooms and catering, and manage numbers and dietary needs
• Book and coordinate flights, accommodation and transfers for chairs, mentors and our team
• Manage timely, professional communications with chairs, guest mentors, members and suppliers
• Maintain accurate event details, deadlines and attendance records across HubSpot, calendars and our member app
• Anticipate scheduling conflicts, resolve issues proactively and continuously improve program processes
• Coordinate and attend our two National Networking events a year for 100+ members
• Deliver every event within its pre-determined budget through tracking event costs and reconciling invoices

Skills

Event coordination

Travel management

Stakeholder management

Budgeting

CRM (HubSpot)

Vendor management

Tools

HubSpot

Google Workspace

Microsoft Teams

Job description

Events Manager, Executive Mastermind Program

Mentor List is a premium executive peer mastermind and leadership development business. We bring CEOs, C-suite leaders and executives together in small, confidential peer groups, guided by experienced Group Chairs and some of the region's most respected leaders as guest mentors. We operate across Australia, New Zealand and Singapore.

About the role

We are looking for an exceptionally organised Events Manager to plan and coordinate our Mastermind program.
Each of our groups meets nine times a year in intimate boardroom sessions and private dinners, and the program runs in tours every six weeks across Melbourne, Sydney, Brisbane, Adelaide, Perth, Auckland and Singapore.

You will take end-to-end ownership of the program calendar, ensuring every session is delivered to a consistently high standard, deadlines are met, stakeholders are informed and potential issues are resolved proactively.

Please read this before applying. This is an events coordination role. You will prepare and confirm every Mastermind session behind the scenes, and our Group Chairs and hosts run them on the day, so you will not attend these sessions. You will coordinate and attend our two National Networking events each year for 100+ members.

This role is perfect for an Executive Assistant looking to grow their career and move into events coordination, or for anyone with a keen eye for detail who loves making members feel welcomed, valued and part of a member-led community.

What you will do

• Plan and maintain the annual Mastermind calendar and each six-weekly tour
• Be the operational partner for our Group Chairs, including scheduling, briefing packs, agendas and invoicing
• Source, book and coordinate guest mentors from first conversation to thank you and payment
• Book boardrooms, private dining rooms and catering, and manage numbers and dietary needs
• Book and coordinate flights, accommodation and transfers for chairs, mentors and our team
• Manage timely, professional communications with chairs, guest mentors, members and suppliers
• Maintain accurate event details, deadlines and attendance records across Hub Spot, calendars and our member app
• Anticipate scheduling conflicts, resolve issues proactively and continuously improve program processes
• Coordinate and attend our two National Networking events a year for 100+ members
• Deliver every event within its pre-determined budget through tracking event costs and reconciling invoices

About you

• 3+ years coordinating recurring corporate events, executive or board meetings, or a busy EA role with heavy event and travel management
• Comfortable taking ownership, showing initiative, managing competing deadlines and working independently
• An excellent communicator who builds strong relationships and follows through on commitments
• Meticulous, calm and proactive; you anticipate needs before anyone asks
• A keen eye for detail and a genuine care for making people feel welcomed and valued
• Confident and polished with C-suite stakeholders
• Experienced booking domestic and international travel and accommodation
• Comfortable with Hub Spot or a similar CRM, Google Workspace and Microsoft Teams
• Venue and restaurant contacts across capital cities, Singapore or Auckland are a bonus
• $100,000 + super, full time
• Four days in our Melbourne CBD office (Monday to Thursday), with flexible Fridays from home or the office
• Work alongside former CEOs, board directors and senior leaders every week
• A clear, repeatable program you can own, improve and make your own
• A genuine career step for an EA moving into events
• Supportive, close-knit team