Senior Event Planning Specialist

1 month ago

Melbourne, Victoria, Australia Apex Event Recruitment Full time

The Apex Event Recruitment team is seeking an experienced Event Producer to join their dynamic events team.

About the Role:

The successful candidate will play a pivotal role in the delivery of professional and highly executed events for our esteemed clients. This includes planning and executing all operational and logistical aspects involved in the delivery of events, including technical forums, member networking forums, industry roundtables, high-profile summits, and national and international conferences.

Key Responsibilities:

  • Working closely with the event lead to effectively plan and deliver a variety of events as published on the annual events calendar
  • Providing progress and budget update reports to stakeholders in the lead-up to all events
  • Collaborating with the policy and impact team and other key stakeholders to coordinate the development of content and program design for events across the portfolio
  • Working collaboratively with the partnership lead to support the development of promotional material and administer exhibition event logistics for events
  • Coordinating supplier arrangements for all events, including venue, audio visual, catering, event technology, event exhibition, and other services
  • Planning and coordinating the delivery of an effective and efficient registration process for all events across the portfolio and managing registration enquiries as required
  • Preparing event briefing packs and run sheets for all events and issuing them to internal and external stakeholders as required
  • Coordinating VIP stakeholder invitations and staff travel requirements for all events as required
  • Capturing and reporting event program feedback from speakers and attendees
  • Attending events to oversee and/or assist in the delivery, including coordinating event bump-in and bump-out, on-site registration, and providing on-site speaker liaison support
  • Leading effective processes to manage the call for speakers and identification of panel members and technical experts from different stakeholder groups for all significant events and creating and managing a speaker master list applicable to different events
  • Preparing and distributing all speaker briefing packs and developing and implementing effective speaker briefing processes
  • Ensuring professional and timely communications to all speakers, association managers, and staff as appropriate, confirming the relevant event run sheet and program details and coordinating speaker test sessions for all virtual/hybrid events
  • Collaborating with the marketing and communications team to coordinate and assist with the development of all event program-related collateral, promotional material, and web content to support the online submission and delegate registration processes and the publication of different event programs, speakers, and industry experts, to ensure that all events are appropriately communicated and promoted to boost participation

About You:

We are looking for an exceptional individual with extensive experience working within a membership association as an event coordinator or event manager. The ideal candidate will have demonstrated experience coordinating large-scale events and programs, including event planning, speaker management, and coordinating event marketing and communication processes.

  • Demonstrated experience coordinating the event registration process using EventsAIR
  • EventsAIR experience is essential
  • Excellent communication and interpersonal skills (both written and verbal) with the ability to engage key stakeholders
  • Excellent time management and organisational skills with the ability to effectively prioritise and manage competing deadlines
  • Strong problem-solving skills with a high attention to detail and the ability to capture, analyse, and report critical data
  • Ability to work autonomously and as part of a small team
  • High level of initiative with a strong drive for results
  • Strong project management skills with the ability to deliver outcomes in line with key project gateways
  • Thorough working knowledge of Microsoft Office
  • Ability to occasionally travel interstate for events when required
  • Ability to work outside of normal business hours for events when required

Salary and Benefits:

The salary range for this position is $80,000 - $90,000 per annum, plus superannuation benefits. We offer a hybrid working arrangement and provide opportunities for professional growth and development.

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