Event Coordinator

About This Role

Empowering and supporting volunteer Event and School Directors in planning and delivering major National Events and National Schools is the core of this role. The Event Coordinator ensures continuity and consistency across the event cycle by providing volunteers with the systems, guidance, frameworks, and operational support needed to deliver safe, engaging, and high-quality experiences that reflect Scouts Aotearoa's values and strategic direction. This role coordinates and provides continuity for Scouts Aotearoa's Jamboree, Venture, and Regatta, as well as its annual National Schools including Caving, Mountaineering, Canoe, Snow, Photography, Tramping, Aviation, Atlas, and Walsh.

Responsibilities

• Support the development and delivery of national events and schools offered by Scouts Aotearoa, working alongside volunteer national Event and School Directors to coordinate planning, organisation, and delivery of high-quality, safe, and sustainable events and schools
• Coordinate core event functions including registration systems, logistics, communications, documentation management, and operational planning
• Support volunteer Directors and their teams to understand and implement modern systems and processes that enhance participant experience and wellbeing
• Maintain and improve event frameworks through the development and implementation of standard operating procedures, best practice documentation, and continuity plans
• Support National Events and Schools to meet compliance obligations and internal policy requirements relating to health and safety, risk management, safeguarding, finance, and organisational policy
• Provide operational and planning advice to volunteer National Event and School Directors and their leadership teams, supporting consistent practices
• Contribute to the testing, development, and refinement of initiatives that enhance the delivery and quality of National Events and Schools
• Fill a continuity role, as required, to ensure Events and Schools can be delivered
• Work closely with senior volunteers to build strong, cohesive, and high-performing teams that strengthen the delivery of National Events and Schools
• Travel to regional events to identify future volunteer Events and School Directors and share best practice

Requirements

• Strong event coordination and logistical planning skills for large, multi-day events
• Ability to work collaboratively with volunteers, supporting and enabling Event and School Directors and their teams
• Excellent written, verbal, and interpersonal communication skills
• Understanding of health and safety, risk management, and safeguarding in youth-focused and volunteer environments
• Proficient with digital tools, project management systems, and administrative processes
• Strong problem-solving, adaptability, and decision-support skills