About This Role
This role owns the planning and delivery of events across Sydney, interstate, and New Zealand. You will coordinate venues, suppliers, travel, and logistics, then lead onsite delivery to ensure a smooth, high-quality experience for all stakeholders. The position helps to improve the consistency of event delivery, supports the growth of the event program, and strengthens collaboration across ADAPT teams.
Responsibilities
- Source and secure venues for roundtables, private events, and other ADAPT experiences, managing contracts, negotiations, and approvals with Client Success and Sales
- Coordinate catering, dietary requirements, AV, signage, room setup, final numbers, and event orders, and manage all logistics documentation with venues and suppliers
- Create and maintain run sheets, and keep event deliverables and operational tasks on track against deadlines
- Support coordination between Event Operations, Client Success, Sales, Analysts, and Marketing, including internal event communications and staff calendar invitations
- Build and maintain relationships with suppliers, vendors, venues, printers, caterers, styling, and AV providers, including bump-in briefs and supplier communications
- Negotiate pricing with venues and suppliers, and manage supplier contracts and invoices through to Accounts Payable
- Book and coordinate flights and accommodation for analysts, speakers, and internal teams across Sydney, interstate, and New Zealand events, keeping travel within budget
- Independently lead onsite event delivery across Sydney, interstate, and New Zealand, from bump-in and registration through to troubleshooting, issue resolution, and bump-out
- Manage event stationery, signage, name badges, promotional materials, packing, and inventory, replenishing stock before it runs low
- Keep event workflows, budgets, approvals, and reporting accurate and visible across event systems, and identify opportunities to improve processes
Requirements
- Experience planning or supporting events, whether in a professional, internship, or coordination capacity
- Strong organization and time management, and the ability to juggle multiple tasks and priorities
- A proactive, solutions-focused approach, with the confidence to raise issues and solve problems onsite and ahead of the event
- Composure under pressure and adaptability in fast-paced environments
- High attention to detail across logistics and execution
- Clear written and verbal communication with internal and external stakeholders
- A collaborative approach to working with colleagues, suppliers, and vendors
- Willingness to learn new systems and workflows, with exposure to tools such as ClickUp, Salesforce, or HubSpot an advantage
- The ability to travel interstate and support onsite events when required
