Lead Administrator

Lead Administrator - Major Events | Atlantic Group

About Us

Atlantic Group Hospitality is a leading hospitality company renowned for its exceptional events. With a passion for delivering unforgettable experiences, we pride ourselves on our commitment to quality, creativity, and attention to detail. We specialise in creating extraordinary events that exceed expectations and leave a lasting impression.

We are excited for the return of Melbourne's Major Event season, most notably the prestigious Melbourne Cup Carnival, Portsea Polo and Australian Formula 1 Grand Prix events. Our team has been delivering phenomenal hospitality at these famed events for over 15 years - and the next 8 months will be bigger and better than ever

About the Role

This is a full-time contract role from August through to the end of March 2026, working as a key operational and administrative pillar within our Major Events team.

You'll work alongside Event Managers and Coordinators to ensure planning milestones are hit, documentation is accurate and up to date, and internal stakeholders have what they need—when they need it. You'll also provide leadership and oversight to junior admin staff and support the team by running internal meetings and taking ownership of key planning tools.

This role is ideal for someone with a strong administrative foundation in events, combined with confidence in computer systems, structure, and cross-team collaboration.

Responsibilities will include:

• Act as the administrative lead across all internal event planning documentation and scheduling
• Provide high-level administrative support to the Head of Major Events, and overall structure and support to the entire Event Management team
• Set agendas, take minutes, and lead internal planning meetings and cross-departmental briefings
• Oversee the creation and revision of key documents including Event Orders (using Priava), Kitchen & Menu Templates (using excel, powerpoint and ) and operational planning templates
• Maintain central tracking systems and ensure task and milestone visibility across teams
• Assist with the preparation and printing of daily operations folders and other critical event materials
• Liaise confidently with suppliers, clients, and internal departments to ensure clarity and alignment across the event lifecycle
• Support the Event Coordinator on-ground during bump-in/out and live days with document control and communications
• Provide technical support and training to junior team members in the use of Excel, Priava, and other relevant systems

About You

You will have a minimum of 2 years experience in event administration or an executive assistant role, ideally in major events in a catering or hospitality environment, and be passionate about delivering exceptional experiences. You're someone who thrives in a structured yet high-energy environment. You've worked on large-scale or high-profile events and understand what it takes to keep everything ticking behind the scenes. You're confident leading internal conversations, adapting to shifting demands, and maintaining calm under pressure.

In addition the ideal candidate will have:

• 2+ years' experience in event administration/an executive assistant role
• Strong experience with project or event management software (e.g. Priava, Trello, )
• Intermediate-to-advanced Excel skills (VLOOKUPs, formulas, conditional formatting, basic pivot tables, printing)
• Excellent written and verbal communication skills
• Proven ability to manage competing priorities and keep multiple stakeholders on track
• Experience running meetings, managing documentation, and supporting junior staff
• A detail-driven mindset and the ability to spot gaps or issues before they escalate
• A collaborative and professional demeanour
• The ability to work full-time from Ausust to late March (including weekends during peak periods)
• Full Australian work rights and a current driver's licence

• Be part of one of Melbourne's most iconic major events
• Work with a passionate, fast-paced, and fun-loving team
• Use your strengths to elevate one of Australia's most prestigious event experiences
• Grow your career in a supportive, high-performance environment

If you have what it takes to join the [A] team and are keen to be part of this prestigious event; apply with your Cover Letter & CV.