Event Coordinator

Auckland Council; Auckland; On-site; NZD 45,000 - 60,000; Full time

Benefits offered by this job

Employee discounts on council services

Professional development opportunities

Job summary

Auckland Council’s Tataki Auckland Unlimited is seeking an organised Event Coordinator to join the Event Planning team in Auckland. You'll provide event coordination, logistical and administrative support across multiple projects while gaining exposure to all aspects of event planning.

You'll work with clients, suppliers and internal teams to deliver successful events across the Auckland Conventions, Venues & Events portfolio, with potential pathway into an Event Planner role.

Qualifications

• 1–2 years' experience in event planning, coordination, venue operations or event delivery.
• Strong organisational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Exceptional written and verbal communication skills and a professional, customer-focused approach.
• Proven ability to build and maintain effective relationships with clients, suppliers and stakeholders.

Responsibilities

• Plan, coordinate and monitor event logistics to ensure successful event delivery within agreed timelines and budgets.
• Build and maintain positive relationships with clients, venue hirers, suppliers and internal stakeholders.
• Coordinate event administration, including preparing event documentation, event plans, estimates, invoices and purchase orders.
• Monitor event financials and support accurate reporting, forecasting and venue utilisation data.
• Support event safety and risk management processes, ensuring all required documentation is received and reviewed within required timeframes.
• Coordinate operational requirements and staffing plans to support safe and effective event delivery.
• Contribute to continuous improvement initiatives, reporting activities and projects that enhance event planning processes and service delivery.
• Provide administrative and coordination support to the wider Event Planning team and assist with complex events as required.

Skills

Organisational skills

Time management

Communication skills

Relationship management

Stakeholder management

Financial administration

MS Outlook

MS Word

MS Excel

Event coordination

Tools

Momentous

Job description

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• Coordinate events across some of Auckland's most iconic venues.
• Bring your organisational, relationship-building and event coordination skills to a high-performing team.
• An exciting junior opportunity with potential to develop and progress into an Event Planner role.

We are looking for an organised and customer-focused Event Coordinator to join our Event Planning team.

Reporting to the Manager, Event Planning, this is a junior-level role that provides an excellent foundation for building a career in the events industry. You'll provide event coordination, logistical and administrative support across multiple projects and events while gaining exposure to all aspects of event planning and delivery.

Working alongside experienced Event Planners, you'll develop your skills, industry knowledge and stakeholder management capability, with the opportunity to grow and progress your career within our Event Planning team over time.

You'll work closely with clients, suppliers, internal teams and stakeholders to ensure event requirements are met, information flows effectively, and outstanding customer experiences are achieved.

Working predominantly across our renowned Auckland Conventions, Venues & Events portfolio, you'll play a key role in coordinating and delivering a diverse range of events. You will also be key in managing all internal event requirements across the wider Tataki Auckland team, helping ensure every event is delivered safely, efficiently and to an exceptional standard.

You will play a pivotal role in supporting reporting, planning, and continuous improvement across the Event Planning team by delivering accurate reports, monitoring event and financial performance, developing and maintaining operational documentation, and contributing to initiatives that enhance processes, decision-making, and event delivery.

This is a permanent full-time position working Monday - Friday.

Key responsibilities include:

• Plan, coordinate and monitor event logistics to ensure successful event delivery within agreed timelines and budgets.
• Build and maintain positive relationships with clients, venue hirers, suppliers and internal stakeholders.
• Coordinate event administration, including preparing event documentation, event plans, estimates, invoices and purchase orders.
• Monitor event financials and support accurate reporting, forecasting and venue utilisation data.
• Support event safety and risk management processes, ensuring all required documentation is received and reviewed within required timeframes.
• Coordinate operational requirements and staffing plans to support safe and effective event delivery.
• Contribute to continuous improvement initiatives, reporting activities and projects that enhance event planning processes and service delivery.
• Provide administrative and coordination support to the wider Event Planning team and assist with complex events as required.

You’ll be a highly organised professional with excellent attention to detail and a passion for creating exceptional event experiences.

You will bring:

• 1–2 years' experience in event planning, coordination, venue operations or event delivery, ideally within conferences, expos, meetings or gala dinners.
• Strong organisational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Exceptional written and verbal communication skills and a professional, customer-focused approach.
• Proven ability to build and maintain effective relationships with clients, suppliers and stakeholders.
• The ability to remain calm under pressure, solve problems and escalat e issue when required.
• Financial administration experience and confidence working with reporting systems and data.
• Proficiency in Microsoft Outlook, Word and Excel. Experience with Momentous or a similar event management system would be an advantage.

You’ll join a passionate team committed to delivering world-class events and experiences that contribute to Auckland's cultural and economic success.

• Work across a diverse portfolio of events and venues that help shape Auckland's event landscape.
• Develop your career in a junior event coordination role with mentoring, hands-on experience and a potential pathway into an Event Planner position.
• Join a collaborative and supportive team environment where your contribution is valued.
• Access learning and development opportunities to support your career growth.
• Enjoy a range of benefits available through Auckland Council Group, including retail, lifestyle, entertainment and financial discounts.
• Be part of an organisation committed to diversity, inclusion and creating positive outcomes for Aucklanders.

If you're passionate about events, thrive in a dynamic environment and enjoy bringing people, plans and experiences together, we'd love to hear from you.

Please note: This role is generally Monday to Friday; however, flexibility is required as there may be occasional work outside normal business hours, including evenings and weekends to support event delivery.

TātakiAuckland Unlimited is an equal opportunity employer (EOE) and we are committed to providing a working environment that embraces and values diversity and inclusion. If you have any support or access requirements, we encourage you to advise us at the time of application to assist you through the recruitment process.

Employees in receipt of salary protection and/or on the predecessor Tātaki Auckland Unlimited terms and conditions of employment, please note that the salary protection and/or predecessor Tātaki Auckland Unlimited terms and conditions, including relocation, apply to your current position. Should you change to a new position (other than any secondment) you will be issued with a new employment letter of offer with current Auckland Unlimited terms and conditions.

Tātaki Auckland Unlimited is part of the Auckland Council whānau, responsible for Auckland Live, Auckland Zoo, Auckland Conventions, Auckland Art Gallery Toi o Tāmaki, New Zealand Maritime Museum, Auckland Stadiums, and many of the festivals and events that make Auckland a great place to live and visit.

Our people are driven by passion and a sense of service to Aucklanders. What we share is our love of Tāmaki Makaurau Auckland and our passion about the work we each do to make it a dynamic and exciting place.

Each part of Tātaki is important, but when we come together, we bind into something more powerful than the sum of our parts. We all work in partnership with each other and our delivery partners, to make Tāmaki Makaurau a vibrant place where everyone can thrive.