Senior Event Coordinator - Hybrid & Portfolio Ownership

Apex Event Recruitment; Sydney; Hybrid; AUD 80,000 - 85,000; Full time

Job summary

A highly regarded professional institute in Sydney is seeking a Senior Event Coordinator to lead a portfolio of events from planning through onsite delivery and post-event evaluation. This hybrid, Sydney-based role offers ownership of end-to-end event management across venues, registrations, budgets and stakeholder communications.

You will support the national conference and awards program, driving process improvements and participant experiences.

Qualifications

• Experience independently managing an allocated event portfolio.
• Experience coordinating multiple concurrent events.
• Strong venue and supplier management skills.
• Strong stakeholder relationship and communication skills.
• Experience managing event registrations and attendee communications.
• Experience monitoring event income and expenditure.
• Confidence identifying budget variances and completing financial reconciliations.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Sound judgement and problem solving capabilities.
• Experience with CRM systems.
• Salesforce experience would be advantageous.
• Experience with Swoogo or a similar registration platform would be advantageous.
• The ability to contribute ideas that improve event processes and delivery.

Responsibilities

• Take ownership of an allocated portfolio of events from planning through to post event evaluation.
• Develop and maintain event plans, schedules, timelines and checklists.
• Manage multiple events and competing deadlines simultaneously.
• Act as the key operational contact for relevant event stakeholders.
• Translate event requirements into practical delivery plans.
• Coordinate venue sourcing and supplier selection.
• Manage relationships with venues, suppliers and other event partners.
• Coordinate event registrations and attendee communications.
• Manage catering, accessibility requirements and event materials.
• Coordinate onsite event delivery.
• Maintain accurate event information across websites and registration platforms.
• Work closely with Marketing to meet event promotional deadlines.
• Monitor event income and expenditure.
• Identify budget variances and coordinate financial reconciliation.
• Follow up outstanding event related payments where required.
• Resolve event enquiries and operational issues.
• Escalate significant financial, reputational or delivery risks appropriately.
• Evaluate event performance and attendee feedback.
• Prepare post event reports and recommendations.
• Coordinate allocated components of the national conference.
• Manage assigned venue, registration, supplier and logistical requirements.
• Support the delivery of the organisation's awards program.
• Assist with entrant communications, eligibility checks and awards administration.
• Take ownership of allocated onsite operations.
• Brief supporting event staff and coordinate event requirements onsite.
• Maintain accurate event records, procedures and shared documentation.
• Share event systems and process knowledge with other team members.
• Develop and improve event templates, checklists and administrative processes.
• Work collaboratively across internal teams to ensure event deadlines and requirements are met.

Skills

Stakeholder management

Event coordination

Budget management

Vendor management

Communication

Tools

Salesforce

Swoogo

CRM systems

Microsoft 365

Job description

A highly regarded professional institute in Sydney is seeking a Senior Event Coordinator to lead a portfolio of events from planning through onsite delivery and post-event evaluation. This hybrid, Sydney-based role offers ownership of end-to-end event management across venues, registrations, budgets and stakeholder communications.

You will support the national conference and awards program, driving process improvements and participant experiences.