Speaker / Event Coordinator Sydney / London / Hybrid

Wave of Innovation; Sydney; Hybrid; AUD 60,000 - 90,000; Full time

Benefits offered by this job

6-month contract with potential for 2+

Path to permanent team role

Hybrid/remote event work

Job summary

Wave of Innovation is seeking a Speaker / Event Coordinator to manage speaker relations, on-site production, and vendor coordination for London and Sydney events. This 6-month contract role leads event-day operations from planning through execution, ensuring speakers are supported and the event runs on schedule.

You will handle speaker outreach, travel, accommodations, AV, decor, catering, registration, and VIP logistics, with potential for a permanent role based on performance.

Qualifications

• Experience coordinating speakers or talent for conferences or events.
• Experience with event registration and ticketing platforms.
• Some design sensibility for decor, staging and furniture layout input.
• Timely, clear communication with speakers, vendors and internal teams.
• Ability to work independently and manage competing priorities.
• Takes ownership of tasks and follows through to completion.
• Comfortable under pressure and able to make quick decisions on event day.
• Adaptable and calm when priorities shift at short notice.

Responsibilities

• Manage speaker outreach, confirmations, and contracts; collect bios, headshots, and session details.
• Coordinate speaker travel, accommodation, dietary needs, AV requirements, and lounge.
• Oversee speaker-facing production: slides, rehearsals, moderation, and timekeeping.
• Coordinate catering, VIP catering, dietary needs, and water stations.
• Coordinate decor, staging, banners, backdrops, signage, and floral elements.
• Coordinate furniture installation and provide design input where needed.
• Act as operations lead on event day with incident log and communications.
• Monitor weather, vendor check-ins, and lead hourly status meetings.
• Coordinate airport pickups, hotel logistics, welcome and gifts for speakers.
• Manage the green room, VIP lounge, run of show, and cue sheets.
• Coordinate AV and rehearsals, music cues, video playback, and lighting cues.
• Manage registration platform, QR check-in, and badge printing.
• Oversee VIP, staff, speaker, and sponsor registration and walk-in process.

Skills

Speaker coordination

Event registration

Design sensibility

Communication

Independent work

Prioritization

Tools

Registration platforms

Job description

Preferred for candidates who can support London and Sydney event timelines (hybrid / remote).

THE WORK

This is a fantastic opportunity to play a key role in world-class events in London and Sydney, at the forefront of innovation in the financial industry.

Wave of Innovation is looking for a Speaker / Event Coordinator to manage speaker relationships, on-site production, vendor coordination, and event-day operations from planning through execution. This role is central to ensuring speakers are well supported, the event runs on schedule, and the on-the-day experience is smooth for speakers, VIPs, and attendees alike.

This is a 6-month contract position, with the potential to grow into a permanent, dedicated role within the Wave of Innovation team for the right candidate. Depending on how the event progresses, additional related tasks may be added to this role’s scope.

WHAT YOU'LL DO

• Manage speaker outreach, confirmations, and contracts, and collect bios, headshots, and session details.
• Coordinate speaker travel, accommodation, dietary and AV requirements, and the speaker lounge.
• Manage speaker-facing production, including slide collection, presentation review, rehearsals, panel moderation, and timekeeping.
• Coordinate catering, including coffee, lunch, VIP catering, dietary needs, and water stations.
• Coordinate decor and staging elements, including stage design, banners, backdrops, signage, and floral arrangements.
• Coordinate furniture, including installation, and provide design input where needed.
• Act as operations lead on event day, maintaining the incident log, radio communications, and decision matrix.
• Monitor weather, run vendor check-ins, and lead hourly status meetings.
• Coordinate airport pickups, hotel logistics, and welcome and speaker gifts.
• Manage the green room and VIP lounge.
• Manage stage management, run of show, and cue sheets.
• Coordinate AV and speaker rehearsals, music cues, video playback, and lighting cues.
• Manage the registration platform, QR check-in, and badge printing.
• Oversee VIP, staff, speaker, and sponsor registration, the walk-in process, and refund management.

WHAT YOU'LL BRING

• Prior experience coordinating speakers or talent for conferences or events is beneficial.
• Experience with event registration and ticketing platforms.
• Some design sensibility, with the ability to give input on decor, staging, and furniture layout.
• Timely, clear communication with speakers, vendors, and internal teams.
• Ability to work independently and manage competing priorities without close supervision.
• Takes ownership of tasks and follows through to completion.
• Comfortable working under pressure and making quick decisions on event day.
• Adaptable and calm when priorities shift at short notice.

WHAT SUCCESS LOOKS LIKE

• Speakers are well supported and fully prepared ahead of their sessions.
• Event day runs smoothly with clear operational oversight and fast issue resolution.
• Vendors deliver on time and to spec across catering and decor.
• Registration and ticketing run without disruption for attendees, VIPs, speakers, and sponsors.

WHO WE ARE

Wave of Innovation is a high-trust network advancing trusted blockchain, AI, and fintech infrastructure. We connect institutions, builders, and communities, then follow through with practical execution.

WHAT WE OFFER

• A 6-month contract with a strong path to a permanent, dedicated team role based on performance.
• Ownership of speaker, vendor, and event-day operations across flagship programmes.
• Close collaboration with events, marketing, and partnership leads.

Bilingual communication in Mandarin Chinese, Japanese, and/or Korean is preferred, but not required.