Senior Events Coordinator

Apex Event Recruitment; Sydney; Híbrido; AUD 80.000 - 85.000; Jornada completa

Descripción de la vacante

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.

Formación

• 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.

Responsabilidades

• 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.

Conocimientos

Stakeholder management

Event coordination

Budget management

Vendor management

Communication

Herramientas

Salesforce

Swoogo

CRM systems

Microsoft 365

Descripción del empleo

The Company

A highly regarded professional institute based in Sydney is looking for an experienced Senior Event Coordinator to join their Conference and Events team. The organisation supports and represents professionals across Australia and New Zealand through education, professional development, advocacy, member engagement and industry events. This is a fantastic opportunity for an experienced events professional who enjoys taking ownership of their own event portfolio while working within a collaborative and purpose focused organisation.

The Company

A highly regarded professional institute based in Sydney is looking for an experienced Senior Event Coordinator to join their Conference and Events team. The organisation supports and represents professionals across Australia and New Zealand through education, professional development, advocacy, member engagement and industry events. This is a fantastic opportunity for an experienced events professional who enjoys taking ownership of their own event portfolio while working within a collaborative and purpose focused organisation.

Position Terms

• Full Time Permanent Role
• Sydney based position
• Hybrid working environment
• 3 days in the office and 2 days working from home
• Salary: $80,000 to $85,000 plus super

The Role

The Senior Event Coordinator will take day to day ownership of an allocated portfolio of events, managing delivery from initial planning through to onsite execution and post event evaluation. This is a hands on coordination role covering event logistics, registrations, venues, suppliers, stakeholder communications, budgets and event reporting. You will also support the delivery of the organisation's major national conference and awards program while contributing to improvements across event systems, processes and participant experiences.

Key Responsibilities Will Include

• 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.

The Candidate

The successful candidate will have strong event coordination experience and be confident independently managing a portfolio of events from planning through to delivery. You will be highly organised, detail focused and comfortable managing multiple stakeholders, suppliers, budgets and deadlines at the same time. Previous experience within an institute, association, membership organisation, not for profit or purpose led environment would be highly regarded.

The Successful Candidate Will Also Have

• 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.
• The ability to resolve operational issues independently.
• Confidence recognising when issues need to be escalated.
• Experience with event registration platforms.
• Experience using CRM systems.
• Strong Microsoft 365 skills.
• Salesforce experience would be advantageous.
• Experience with Swoogo or a similar registration platform would be advantageous.
• A collaborative and proactive working style.
• The ability to contribute ideas that improve event processes and delivery.
• Flexibility to undertake occasional out of hours work and minimal travel when required.

Please note that this role will be subject to background checks and you must have the right to live and work in this location to apply for this job.