Job Summary: As an Event Coordinator at Aaron Sansoni Group International, you will be responsible for planning, organising, and executing a wide range of events.
You will work closely with venues, manage logistics, and collaborate with various stakeholders to deliver exceptional experiences.
You will report to the Event Manager.
This role requires a detail-oriented individual with excellent communication skills and the ability to multitask in a fast-paced environment.
Key Responsibilities: Venue Coordination: - Establish and maintain strong relationships with venue contacts to facilitate event bookings and negotiations.- Identify suitable venues for events and manage the booking process, ensuring all logistical requirements are met.- Coordinate site visits and liaise with venue staff to confirm event details and requirements.
Travel and Accommodation Management: - Coordinate team travel arrangements, including flights and accommodations, for interstate and international events.- Ensure all travel logistics align with event schedules and company policies.
Supplier Research and Management: - Research and identify suppliers for various event needs, including catering, audiovisual equipment, decorations, and more.- Organise temporary staff to work at each of the events as needed.- Negotiate contracts and agreements with suppliers to ensure the best quality and value.
Material and Collateral Coordination: - Oversee the packing, production of printed materials, and delivery of all materials and collateral required for events, including brochures, banners, and promotional items.- Ensure all materials meet brand standards and are available on time for events.
Virtual Event Coordination: - Collaborate with the in-house studio team to plan and execute virtual events.- Ensure in-house studio is set up and provide support for virtual event platforms.
Coach Booking and Coordination: - Schedule and book Aaron Sansoni coaches for events, ensuring their availability aligns with event timelines.
You will be working closely with the Head of the Aaron Sansoni Performance Team on this.- Communicate event details and requirements to coaches, ensuring they are well-prepared for the events.
Event Execution: - Assist with on-site event management, ensuring smooth operations and addressing any issues that arise.- Provide support during events, including guest registration, event setup, and coordination of event staff.
Post-Event Evaluation: - Compile reports and analyse data to measure event outcomes and impact.
Qualifications/Requirements: Bachelor's degree in Event Management, Hospitality, Marketing, or a related field.
Not required but preferred.
Proven experience in event coordination or a similar role, with experience dealing with venues, suppliers, and contractors.
Excellent organisational and multitasking abilities.
Strong communication and interpersonal skills.
Ability to work independently and as part of a team.
Proficiency in event management software and virtual event platforms.
Desirable if you are familiar with Wrike, Cost Tracker, and Zoom.
Up to 10 days travel max per month for interstate and international events as required.
Benefits: Opportunities for professional development and growth within the company.
A collaborative and supportive work environment.
Travel opportunities for events in exciting locations.
Great office culture.
Quarterly Team Days.
Fully stocked fridge in office.
Gym reimbursement.
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