Events Coordinator

Summary:

The Events Coordinator provides end-to-end coordination for corporate, stakeholder, industry and internal events that support COEX’s strategic partnerships, stakeholder engagement, communications and marketing objectives.

Success will be achieved through well-planned, safe and professional event delivery, strong coordination of stakeholders and suppliers, consistent event communications and disciplined follow-up. The role provides a shared event coordination capability across the Brand and Marketing, Stakeholder Engagement and Communications functions.

Responsibilities:

Event planning and delivery

• Coordinate the end-to-end delivery of corporate, stakeholder, industry and internal events, ensuring activities are well planned, professionally delivered and aligned with event objectives.
• Coordinate scheduling for permits, approvals, and licensing. Undertake risk assessments and incorporate mitigation strategies into event planning.
• Manage event logistics including venues, suppliers, travel, registrations, audiovisual requirements and on-site operations. Act as the key point of contact for events during planning and execution.
• Coordinate scheduling for permits, approvals, and licensing, undertake risk assessment and incorporate mitigation strategies into planning.

Stakeholder participation and coordination

• Coordinate engagement with attendees, presenters, partners, suppliers and event organisers to support positive stakeholder experiences and successful event outcomes.
• Manage invitations, registrations, communications and event administration for COEX and external events.
• Maintain company-wide event calendar for awareness and attendance

Brand activation and event communications

• Coordinate event communications, branding, collateral, exhibition displays and partnership activations to maximise participation, visibility and engagement.
• Liaise with marketing, internal teams, and external suppliers to develop branded collateral and material for activations
• Support the delivery of presentations, briefing materials and stakeholder resources.

Consultation and engagement support

• Support forums, webinars, working groups, consultation activities and co-design initiatives through coordination, logistics and stakeholder administration.
• Capture feedback, actions and insights to support ongoing engagement activities.

Administration and continuous improvement

• Assist with development of budgets and forecasting.
• Monitor event budgets, records, contracts, supplier information and reporting requirements.
• Monitor event performance and stakeholder feedback, providing recommendations to improve future activities and outcomes.
• Comply with COEX systems and processes and policies.

Communication and teamwork

• Build effective relationships across COEX and with external stakeholders.
• Provide timely updates, advice and support to event owners and the Strategic Partnerships Manager
• Support with post-event reconciliation and reporting.

Qualifications

• 3–5 years’ event coordination experience, including logistics and supplier management.
• Strong stakeholder engagement skills across leaders, partners and external stakeholders.
• Skilled in event planning, budgeting, risk management and reporting.
• Strong Microsoft 365, administration and organisational skills.