Events Specialist

4 weeks ago

Melbourne, Australia the Hive Full time

The Flexi Group is a collection of beautifully designed flexible workspace brands with spaces across Asia Pacific and Australia. Our brands include The Hive, Common Ground and The Cluster, each bringing our community a unique member experience. We build, nurture and expand a community of professionals, serving as a hub for connection and collaboration for businesses.

Our mission is to inspire meaningful connections by building a second home where members become friends and ideas become a reality.

We’re looking for people who want to make a meaningful impact on people’s workplace experience and someone who thrives in a collaborative setting. Take the next step in your career, join The Flexi Group’s dynamic team and become a part of the community.

A DAY IN THE LIFE OF

The Event Specialist is responsible for a multitude of facets, from event planning, logistics, and sales to execution. You will be the ambassador of our brand, the driving force behind the events programme, creating unique experiences for our target audience, our members and the greater Flexi Group community.

We are looking for a fun-loving, highly energetic and organised individual who is passionate and has an entrepreneurial mindset to drive business.

This individual will oversee multiple events across our spaces from start to finish, going above and beyond to ensure weekly and monthly events run smoothly.

ADMINISTRATION AND FINANCE
- Build a series of engaging and diverse events as per our event categories, Business, Community-Bonding, Entertainment and Wellness, to contribute to the growth of creative communities.
- Working alongside the Head of Operations to set the Annual Community Events Calendar, including reporting and forecasting the total of events and the results for each quarter.
- Guide the Community Team to fill up their location’s event calendar and follow the 8-week workflow to ensure they achieve success. From brainstorming, reaching out to potential collaborators, event promotion and overseeing execution plans.
- Ensure meeting rooms are booked on the booking platform.
- Support with creating quotes and invoices to vendors and collaborators where necessary and ensure that payments are made.

EVENT EXPERIENCE AND OPERATIONS
- Meet with event organisers, members or potential members to understand their needs to coordinate the team and conduct event tours to showcase the space.
- Record and manage all event leads on the system and use the data for marketing outreach.
- Frequent onsite event support where needed, support the Community Teams to lead the events and assist in any way to ensure smooth execution.
- Liaise between the Community Teams and Marketing Team to strategise on creative events promotions to boost event reach and attendance.
- Conduct regular check-ins with each location - debrief on hosted events, advise to improve event performance and execution efficiency and offer support on upcoming events.
- Oversee and execute events on the day, ensuring every team member knows their role and when they should take breaks, every event organiser knows the run of the show, and every guest has their expectations exceeded.
- Ensure the location is ready prior to an event, including moving furniture, room layout and set-up, catering and crockery preparation, space resetting and cleanliness, etc.
- Meet with event organisers, caterers and guests to ensure that they are familiarised with the space and have the tech set up for their event; assist with troubleshooting technical issues, equipment is set up, and wifi details are shared.
- Follow up with event organisers after the event is held to continue the relationship and gain feedback and action learnings.

SALES AND PARTNERSHIPS
- Streamline the process of private events by identifying and improving all possible touch points - from the method of receiving and collecting information, assigning to location teams, passing on for execution, and following up.
- Manage all incoming private event space rental leads and coordinate with the Community Team to confirm bookings and arrangements.
- Analyse private events sales performance on a monthly basis and work closely with the Marketing Team to create packages and promotions for private event spaces.
- Outreach in social events or related functions on behalf of our brands to attain more leads for event bookings.
- Outreach to potential partners to build up brand awareness and benefit community engagement.
- Liaise with suppliers and vendors and negotiate prices to ensure profitability with events.
- Meet with catering suppliers to have menu options to provide guests with menus to suit various needs and occasions, i.e. standing canapes, drinks reception, lunch catering, etc.

TECH SUPPORT
- Knowledge of all tech and AV on-site to support members and guests with set-up and troubleshooting.
Assist with troubleshooting printers, equipment in meeting rooms, etc. and liaise with IT support if needed.

PEOPLE
- Train new Commun

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