Onsite Event Lead: Scale Global Experiences

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

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.