About This Role
Coordinating event planning and production from the initial schedule through to the final details is the core of this role. You will coordinate information between the people responsible for different parts of an event, keep track of outstanding tasks, and ensure important updates reach the right people. The work requires someone who can manage several moving parts without losing track of deadlines or details, and who is comfortable communicating with colleagues, updating schedules, and following up when information is missing or a task is falling behind. You will also help the team prepare for event-day activities, where guest movement, safety arrangements, and timing need to be considered together.
Responsibilities
- Maintain event schedules, task lists, records, and handover notes so that information remains accurate and accessible
- Coordinate updates between teams and individuals responsible for different event workstreams
- Track outstanding actions and follow up on approaching deadlines, incomplete tasks, and missing information
- Help organise event timelines and ensure that everyone understands their responsibilities
- Keep event documents, schedules, and planning records updated when arrangements change
- Communicate changes in timing, requirements, or responsibilities to the relevant people
- Assist with coordinating event-day activities and keeping plans aligned with the agreed schedule
- Help monitor guest flow, venue arrangements, and safety requirements during event preparation and delivery
- Record decisions made during planning meetings and follow up on the actions agreed
- Identify potential scheduling conflicts or coordination problems and raise them promptly
- Support clear handovers between planning teams and those responsible for event delivery
- Maintain organised records after each event so that outstanding tasks and relevant information are not lost
Requirements
- Experience or transferable skills in event coordination, administration, project support, hospitality, or a related field
- Strong organisational and prioritisation skills
- The ability to maintain accurate records, schedules, and task lists
- Clear written and verbal communication skills
- Confidence coordinating information between multiple people or teams
- Attention to detail when checking schedules and recording changes
- The ability to identify missing information and follow up without constant supervision
- A practical approach to resolving scheduling problems and keeping work on track
- An understanding of guest movement, timing, and safety considerations in event settings
- The ability to remain organised when plans change or several tasks need attention at once