Event and Project Coordinator

  • Salary: $55,000 - $65,000 per annum
  • Location: Auckland
  • Post date: January 11, 2021
  • Ref #:
  • Specialism: Administration
  • Job Type: Permanent
  • Industry:

A well-known industry body is looking for a highly organised and tech savvy Event Coordinator to join their team. Working closely with the CEO/Event Director, you’ll be passionate about bringing an event to life and ensuring all the finer details are taken care of!

You’ll love the responsibility to champion and deliver on-going projects/events while working collaboratively as part of a tight knit team.

  • Assisting the CEO with Event Coordination including budgeting, researching, booking travel/venues, catering/beverages and producing event procedures and timelines
  • Coordinate and support with the running of 30 – 35 events per year (ranging in size and scale)
  • Planning in conjunction with CEO the communications and marketing schedule for each event
  • Support and update simple budgets (Excel) with spending and upcoming costs through accurate and competitive quoting and supplier agreements
  • Keeping on top of accounts and run sheets including invoices, sales, budget and revenue (Xero)
  • Ensure all new sponsors logos/names are loaded onto the appropriate websites and document templates
  • Coordinate collateral for eDMs ensuring accurate content, proof-reading and formatting before being sent to membership body
  • Overseeing all RSVPs including producing invites, name tags, sending and recording the RSVP spreadsheet and preparing the guest list on the door
  • Managing ticket registrations/sales through direct website
  • Coordinating judging panel for large event (including their flights, accommodation etc.), preparing certificates and ensuring timely follow up for all winners
  • Coordination of all event logistics including onsite support e.g. ensuring presentations run seamlessly with specific technology etc. and troubleshooting as required
  • Recruiting University students for extra help when needed
  • Working closely with key external stakeholders alongside ad hoc support to the Board to Directors as required

About you:

  • 2-3 years administration/coordination experience (ideally within an events environment)
  • A real can-do attitude with high attention to detail (essential)
  • Super organised, a team player and resilience to prioritise a busy workload in an events context
  • Strong Word, PowerPoint and Excel skills
  • Basic knowledge of design (Abode/Photoshop/Indesign - not essential)
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