Conference Coordinator

Conferences & Events Ltd; Wellington; On-site; NZD 45,000 - 55,000; Full time

Job summary

Conferences & Events Ltd in Wellington seeks a Conference Coordinator to support conference delivery, working with Conference Managers and senior team members. This entry-level role includes full EventsAir training and a clear path to becoming a Conference Organizer.

The candidate should be technically confident, enjoy problem solving, and be comfortable learning multiple software systems. Responsibilities include managing registrations, updating conference websites, supporting promotions, and

Qualifications

• Entry-level role with structured training in EventsAir
• Excellent written and spoken communication with delegates and clients
• Comfort with learning new software systems and website updates
• Strong organisational and time management skills
• Previous administration or events experience preferred but not essential

Responsibilities

• Manage attendee registrations and build online forms for events
• Update conference websites and assist with content management
• Support conference promotions via email newsletters
• Follow up on outstanding registration payments
• Coordinate with hotels for room blocks and block release dates
• Provide onsite support at conferences, including desk management and travel
• Participate in industry training, site visits, and events

Skills

Proactive mindset

Problem solving

Learning attitude

Customer service

Attention to detail

Time management

Team player

Communication skills

Tools

EventsAir

Mailchimp

Canva

SurveyMonkey

Copilot

Microsoft 365

Job description

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Conferences & Events Ltd – Wellington Central, North Island

Established in 1991, Conferences & Events Ltd has built a national reputation over three decades as one of New Zealand's most highly regarded Professional Conference Organisers. We work across the academic, association, and corporate sectors on national and international events held throughout Aotearoa New Zealand.

The Role

We're looking for a Conference Coordinator to support the delivery of our conferences, working closely with Conference Managers and senior team members. This is an entry-level role with full EventsAir training provided, and a genuine pathway to Conference Organiser. This role would suit someone who is technically confident, enjoys problem-solving, and is comfortable learning and working across different software systems.

Tasks & Responsibilities

• Managing attendee registrations by building online forms in EventsAir, preparing event communications, and responding promptly to delegate queries
• Managing website build and content updates for individual conference websites
• Supporting conference promotion, including email newsletter campaigns
• Following up outstanding registration payments
• Working with hotels to secure room blocks and managing release dates and booking lists
• Collating and exporting registration data for clients, Conference Managers, and the Head of EventsProviding onsite support at conferences, including managing the registration desk – flexible working hours and travel required, may include evenings and weekends
• Getting involved in the industry through training, site visits, and industry events

Qualifications & Experience

• Ability to think proactively and go the extra mile for the team and client projects
• Confidence making basic website updates and content changes (full coding skills not required but a willingness to learn is essential)
• Aptitude for learning conference database and registration software (EventsAir training provided)
• Comfort using, or quickly learning, email marketing tools such as Mailchimp
• Basic image editing skills for use on websites and in newsletters
• Experience using tools such as Copilot, Canva, SurveyMonkey (or similar), and task management software is desirable but not required
• Strong problem-solving skills and a genuine desire to learn
• Strong customer service focus, with the ability to communicate confidently and professionally with delegates, clients, and suppliers
• Competence using Microsoft 365, especially Excel, Word, and Outlook
• Excellent written and spoken communication skills
• Previous administration or events experience preferred, not essential

You’ll also bring:

• A can-do attitude, good EQ, and calm under pressure
• Flexibility, a strong team-player mindset, and a willingness to work outside your own role when needed
• Excellent attention to detail and high integrity
• Strong organisational and time management skills
• The ability to thrive in a dynamic, fast-paced environment, prioritising and adapting across multiple projects