Immersive Events Coordinator - Hybrid, Global Travel

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, 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.