Events Coordinator – Aaron Sansoni Group International

The Events Coordinator plans, coordinates, and delivers high-quality organisation-wide events that support TLaWC’s strategic, governance, cultural, and community engagement objectives. This includes staff events, corporate events, community meetings, ceremonies, Annual General Meetings (AGMs), General Meetings, forums, workshops and other organisational activities requiring structured coordination.

Purpose As the Conference & Events Coordinator, your expertise lies in the finer details, and you understand that even the smallest components can have the most profound impact. Your role involves collaborating with clients, suppliers, colleagues, and management to create experiences that leave unforgettable memories. Primary Responsibilities Collaborate with clients and stakeholders to understand event goals, create event plans, and keep everything on track with budgets and schedules. Collaborate closely with clients throughout the entire event process, from initial planning to post-event follow-up Maintain a polished and skilled image as a representative of our company, ensuring a consistently high standard of service Proactively address and resolve any issues that may arise during the event, striving for perfection Coordinate logistics, including equipment, contractors, resources, and personnel involved in and supporting the event Skilfully handle all inquiries related to events and successfully convert them into confirmed bookings Skills & Experience Past experience in a similar role, demonstrated precision in coordination and providing exceptional customer service while exceeding expectations Creativity is key for designing unique event experiences and finding innovative solutions to challenges that may arise Proficiency in budgeting, cost estimation, and financial management Proficient in negotiating with suppliers, vendors, and clients to establish favourable terms that benefit all parties involved A strategic mindset, adept at orchestrating a wide range of events You foster a can – do approach with impeccable attention to detail and exceptional time management skills Flexible availability to accommodate various shifts, including mornings, late evenings, weekends, and public holidays as required

- Supporting the Events Manager to manage a portfolio of events; planning and delivering of all aspects of the event life cycle including project management, all event operations (preparing venue, invitations, food, drinks etc.), program implementation, onsite management, and post event reconciliation.




- Operate with a passion for events and in-depth understanding of how events engagement bolsters brand, drives business strategy, supports business objectives and aligns with the overall marketing and communications strategy of the organisation.
- Deliver assigned events on time, within budget, that meet and exceed expectations.
- Coordinate with vendors, venues, suppliers and nurture these relationships
- Manage delivery of targeted external collateral and merchandise for online and offline platforms in-house and through external agencies (including brochures, workbooks, presentation decks, photography, film, newsletters, website), working closely with the Brand & Marketing Team.
- Ensure all events messaging and collateral is in line with ASG’s brand guidelines.

Event Management Logistics

- Assist in all pre-event preparation, planning, and operations, logistics, flights, and accommodation for Tour Team
- Assists in the recruitment of volunteer crew for future events and manages volunteer crew at events
- Support Event Manager through bump in and bump out and to run events on site
- Manages team room, work, storeroom areas and team needs and amenities at Event
- Assists with supporting Lead Trainer at events
- Assists maintaining inventory of consumable event supplies via Zoho
- Assist on the execution & delivery of all internal, VIP, fulfilment, online, live, & partnership events
- Manages cleanliness and organisation of Storerooms, boardrooms, and meeting rooms
- Ensure all events data is held centrally on the CRM database.

Ensure events comply with legal requirements, health and safety regulations and codes of practice.

Event Coordinator – Experience & Attributes

- 2 years+ of experience as Event Coordinator or similar role with a portfolio of successful events
- Demonstrated exceptional project management, organisation and planning skills applied in a fast paced, multi-tasking environment
- Proven experience in delivery of high-quality productions and events
- Self-directed personality that is proactive, hands-on, with a problem-solving mindset
- Meetings and Events technology expertise – experienced in meetings management systems, event registration sites, digital event platforms,



and mobile apps, such as Cvent and others.
- A calm approach working well under pressure and the ability to meet tight deadlines in a fast-paced environment while managing multiple projects.
- Sense of ownership and pride in your performance and its impact on company’s success
- Willingness to work outside of normal business hours and the ability to travel
- Subsidised gym membership.
- Dedicated training to help you grow as an individual and team member.
- We facilitate an experience day every quarter for our team to take some time out of the office to play, enjoy, bond, or work with various charities to add excitement and totally different dimension to their work lives.
- 3-month training, induction, and orientation program, everything you need to succeed in your role and the company.
- Access to all of Aaron Sansoni Group’s On-Demand Training & Programs.
- Family and friend discounts to any of our live training experiences.
- Career progression opportunities as we continue to expand, we strive to promote from within. There are multiple opportunities for growth and progression across all of Aaron Sansoni’s companies.

THE ASG WAY – ROLE

R – RELENTLESS

We do whatever it takes | We get it done | We will always get our results

O – OBILIGATION

We live in obligation | We love our students | We love our team

L – LEADERSHIP

We are self-leaders first | We show up | We take ownership

E – EXCELLENCE

We find answers | We keep evolving | We deliver empowerment, education & experience

Are you passionate about creating seamless events where exceptional coordination meets unforgettable moments?

We are looking for an Events Account Coordinator to join our Presenter Services team in a part time, job share (20 hours / 2.5 days per week) capacity. This is an immediate start opportunity.

Why Join Us?

- Australia’s largest regional arts centre: Play an integral role in delivering exceptional experiences for presenters and hirers across one of Australia’s leading regional arts centres.
- Staff Benefits: Enjoy staff initiatives like complimentary tickets for live music, comedy, opera, theatre, musical theatre and more as well as discount on food and beverages at Geelong Arts Centre bars and cafe.
- Vibrant Culture: Join a growing team known for its vibrant culture and collaborative spirit.
- Lifestyle: Be part of a dynamic coastal city where thriving arts, great food, stunning beaches and big city energy combine to offer an enviable, relaxed lifestyle.

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