Application Open:
Full-Time
Job Purpose:
The Events Coordinator, Operations & Planning provides centralized operational and planning support. The role acts as the backbone of the events function, ensuring visibility, consistency, and structured workflows across the events portfolio, enabling the Events team to focus on high-quality delivery and execution. By managing the master events calendar, documentation standards, planning tools, and internal event communications, the role strengthens operational stability, reduces friction, and provides flexible support during peak event periods.
Key Responsibilities:
Events Planning & Operational Coordination
- Maintain the master university events calendar, ensuring visibility, alignment, and deconfliction across departments and stakeholders.
- Manage project trackers, templates, planning documentation, and standard operating procedures to ensure consistency across all events.
- Support forward planning, capacity tracking, and operational readiness across the events portfolio.
Tools, Systems & Documentation
- Administer and support event tooling and platforms (e.g., registration systems, planning tools, shared calendars).
- Ensure accurate documentation, version control, and accessibility of event-related materials.
- Maintain standardized workflows for event requests, approvals, and tracking.
Procurement & Vendor Coordination
- Follow up on procurement processes, including purchase requests, vendor onboarding, contract coordination, and documentation tracking.
- Liaise with Procurement and Finance to ensure timely processing and compliance with university requirements.
Internal Communications & Visibility
- Maintain clear internal visibility of the events pipeline through calendars and operational updates.
Event Delivery Support
- Provide hands-on operational support during peak event periods, including registration management, coordination, and on-site logistics as needed.
- Support Events Specialists and Senior Events staff during live delivery phases to ensure smooth execution.
Continuous Improvement
- Identify operational gaps, inefficiencies, and recurring issues, and recommend improvements to planning processes and tools.
- Support post-event documentation, close-out, and knowledge capture to strengthen future delivery.
Other Duties
- Perform all other duties as reasonably directed by the line manager that are commensurate with these functional objectives.
Academic Qualification:
- Bachelor’s degree in a relevant field (e.g., Business Administration, Communications, Hospitality, Marketing, or similar) or equivalent professional experience.
Professional Experience:
Essential
- 4-6 years of progressive experience in event operations, program coordination, or event delivery environments
- Demonstrated experience supporting the planning and delivery of events, including coordination of logistics and operational workflows
- Proficiency in event logistics coordination, vendor coordination, and on-site operational support.
- Strong communication and interpersonal skills, with the ability to collaborate effectively with internal and external stakeholders.
- Attention to detail and the ability to multitask effectively.
Preferred
- Knowledge of the local and regional event industry landscape.
- Proven track record of implementing innovative event formats and technologies to enhance the attendee experience.
- Familiarity with university policies, procedures, and governance structures.
- Experience working in complex, fast-paced, or multicultural environments.
- Experience supporting event budgets, cost tracking, or procurement-related processes
