Events Coordinator

The School

Brisbane Grammar School is a non-denominational boys' school of about 2000 students (Years 5 to12) overlooking the Brisbane CBD. The School maintains a 150-year strong tradition of academic excellence, extensive cocurricular activities and student wellbeing programs. We are fortunate to have a team of dedicated and professional staff who provide an exceptional learning environment responsive to the needs of our students.

Our Community

At Brisbane Grammar School, we take pride in our dedicated and professional staff, who are part of the School's achievements. The School values professionalism and fosters a dynamic culture of innovation and collaboration. The School supports creativity within a supportive environment where teamwork is encouraged both within and across disciplines.

About the School

Brisbane Grammar School is a non-denominational boys' school with approximately 2,000 students (Years 5–12), located just minutes from the Brisbane CBD. The School maintains a proud tradition of academic excellence and offers a wide range of extracurricular and student welfare programs.

Position Purpose

The Event Coordinator plays a key role in delivering high-quality events that strengthen community engagement and support the strategic goals of Brisbane Grammar School. Events cater to a broad audience including current and prospective families, alumni, past parents, donors, and wider school associations.

This position reports to the Events Manager and sits within the Advancement and Events team, which forms part of the broader Community Relations team. The role requires outstanding organisational, communication, and relationship management skills, along with a strong ability to work independently and collaboratively in a fast paced environment.

Key Responsibilities

Event Planning & Delivery

• Coordinate and deliver a wide range of events including social, networking, fundraising, formal, and school-based occasions.
• Manage end to end event logistics, including invitations, guest lists, registrations, catering, venue bookings, AV, signage, supplier liaison, and onsite coordination.
• Prepare comprehensive documentation including event plans, run sheets, risk assessments, and post event evaluations.
• Ensure all events align with School brand, tone, and community values.
• Support and manage the School wide events calendar to avoid scheduling conflicts and ensure optimal participation.

Stakeholder & Supplier Engagement

• Build positive relationships with key stakeholders across the School community and external organisations.
• Liaise with high level guests including VIP alumni, donors, speakers, and board members, maintaining professionalism and discretion at all times.
• Engage and manage suppliers to obtain quotes, ensure quality service, and track budgets.

Marketing & Communication

• Develop engaging and accurate content for invitations, flyers, EDMs, programs, signage, and other event materials.
• Design and prepare collateral using Adobe Creative Suite / Canva, ensuring consistency with School branding.
• Assist with updates to the School website and social media channels related to events and community activities.

Systems & Administration

• Use platforms such as Humanitix, Eventbrite, and CRMs (e.g. Synergetic, Salesforce or similar) to manage event registrations, guest communications, and data integrity.
• Administer event bookings, invoicing, receipting, and accurate financial tracking.
• Leverage Microsoft Excel at a high level for managing budgets, guest data, and reporting.
• Generate and analyse post-event data to support continuous improvement and performance reporting.
• Use project management tools (e.g. Trello, MS Planner, Asana) to stay on top of timelines and deliverables.

Risk Management & Compliance

• Prepare and follow event risk management plans, ensuring compliance with school policies, child safety standards, and venue regulations.
• Act as a key contact for onsite risk and emergency procedures during events.
• Maintain awareness of regulatory requirements including COVID safety, RSA, and working with minors (as relevant).

Collaboration & Culture

• Work collaboratively within the Advancement and Events team and contribute positively to the broader Community Relations team.
• Build effective relationships with internal departments, students, volunteers, and school community groups.
• Represent the School with warmth, discretion, and a service oriented mindset.
• Demonstrate a high level of professionalism in handling confidential and sensitive matters.

Skills and Experience

Required

• Demonstrated experience in planning and delivering a wide range of events, both independently and as part of a team.
• Experience using event management platforms such as Humanitix, Eventbrite, or similar.
• Experience with CRMs (e.g. Synergetic, Salesforce) for contact and event data management.
• High-level proficiency in Microsoft Excel for data tracking, budgeting, and reporting.
• Excellent verbal and written communication skills.
• Proven ability to prioritise and manage multiple tasks in a deadline-driven environment.
• Strong stakeholder management skills, including confidence engaging with VIPs and senior leadership.
• High level of customer service and interpersonal skills, with the ability to resolve issues calmly and professionally.
• Meticulous attention to detail and a proactive, solutions-focused mindset.
• Willingness and availability to work evenings and weekends as required for events.
• Understanding of event-related risk management, compliance, and safety procedures.

Highly Regarded

• Experience in a school or NFP environment.
• Familiarity with project management tools (e.g. Trello, MS Planner, Asana).
• Strong graphic design skills using Adobe Creative Suite, particularly InDesign.

Professional Development

• Actively participate in training, workshops, and industry events to remain up to date with best practice in event management, school advancement, and stakeholder engagement.

Hours of Work

This role involves frequent out of hours work, including evenings and occasional weekends, aligned with the School's events calendar.

What Can BGS Offer You?

• Competitive salary structure + Free onsite parking
• Access to salary packaging options
• Opportunities for professional development and learning opportunities
• Access to rewards and benefits via external providers
• Additional insurance benefits through our Corporate Superannuation Plan for eligible staff
• Discounted school fees for eligible staff
• State-of-the-art facilities and technology innovation
• Access to the Employee Assistance Program (EAP)
• Active Staff Social Club including weekly morning teas, and special events
• 14 weeks paid parental leave for eligible staff
• Wellbeing Strategy
• Annual free flu vaccinations

Application Process

Brisbane Grammar School recognises the value of diverse thinking and we encourage qualified candidates from diverse backgrounds to apply. To better understand what it means to join BGS, please review the information on our website and social media accounts before submitting your application. You should also familiarise yourself with our key policies and procedures available on the School website, which may assist you during the recruitment process.

Our organisation is committed to protecting children and young people from harm. We require all applicants to undergo a screening process prior to appointment, and all applicants are to hold a valid Blue Card or QCT Registration before commencement. Candidates must disclose any information relevant to their eligibility to engage in activities involving children.

BGS reserves the right to remove job advertisements earlier than the closing date due to business requirements.