Summary:
Reporting to the Group General Manager, the Events & Sponsorships Coordinator supports the planning and delivery of premium internal and external events and business-wide sponsorships, ensuring a consistent, high-quality experience for staff, clients, and stakeholders. The role is highly collaborative, working across Marketing, Operations, Sales, Property Management and Guest Relations to deliver initiatives aligned with Kay & Burton’s brand, culture, and objectives.
Key focus areas include end-to-end event coordination (calendar management, invitations and communications, supplier/venue coordination, budgets, and post-event engagement), operational
delivery on the day (including setup and pack-down), and sponsorship coordination across the business (tracking agreements, deliverables, renewals, and reporting to ensure commitments are met and value is maximised).
The coordinator also supports the delivery of The Luxury Report and Foundation initiatives, assists with internal engagement activities, and coordinates day-to-day communications with sponsors, partners, and internal stakeholders.
Success in the role requires a proactive, highly organised, detail-focused approach, with the ability to
manage multiple priorities and represent the business professionally.
Responsibilities:
- Coordinate the planning and delivery of internal and external events, including the Annual Awards Gala evening, quarterly all-staff events, conferences, Christmas parties, client events, and team-building activities, in collaboration with key stakeholders
- Coordinate event logistics including venue and supplier liaison, quotes and purchase requests, budget tracking, pre- and post-event communications, and stakeholder coordination, ensuring alignment to the company’s brand and objectives
- Maintain and coordinate the master event calendar, including invitations communications, and surveys
- Prepare and provide regular event status updates for the management team to share with Directors and Partners (timing, milestones, and any changes/risks)
- Support on-time, on-budget delivery by tracking timelines and budgets, coordinating suppliers, and flagging risks/issues early
- Coordinate additional company events as required, including quarterly BBQs/office lunches and ad hoc staff culture events
The Luxury Report
- Support event coordination and delivery for The Luxury Report initiatives, in conjunction with the events team and the Head of PR & Strategy
- Support agent engagement with the magazine (e.g., coordinating distribution and personalised letters)
- Assist with coordinating event-related deliverables and communications
Event Logistics & Operations
- Attend all scheduled meeting and events to ensure smooth execution, safety, and compliance
- Support event setup (bump-in) and teardown (bump-out) as required
- Coordinate company engagement initiatives such as Footy Tipping (set-up, communications, and ongoing administration)
- Manage group banners, media walls, and merchandise used for events, including coordinating logistics, movement between offices and agents, and ensuring all elements are returned and maintained in working order
Foundation
- Support for any Foundation-based events Coordinate the sponsorship process for Foundation initiatives
- Foundation meetings: coordinate scheduling and logistics, attend and take minutes, and assist with tracking and following up action items (escalating where required)
- Share updates and success of past Foundation events in the Pulse newsletter.
Sponsorship Management
- Coordinate the administration of sponsorships across the business and each office, supporting internal stakeholders with day-to-day requirements
- Maintain sponsorship trackers (agreements, deliverables, and timelines) and follow up with relevant teams to support on-time fulfilment
- Coordinate with internal stakeholders to ensure sponsorship activations are aligned to campaign/event objectives and escalate risks or gaps as required
- Maintain accurate sponsorship records (contacts, agreements, approvals and correspondence) and assist with reporting, renewals, and post-activity evaluations
Guest Relations
- Support the Guest Relations team across all offices when required, including covering during annual or sick leave and lunch cover if required
Team Support
- Assist with a variety of tasks and projects as required, providing support to Marketing, Operations, and People & Culture teams
Experience Required:
- ·Proven experience in event planning, coordination, and execution
- ·Strong organisational skills and the ability to effectively plan, prioritise, and manage multiple priorities with competing deadlines
- ·Advanced competency in Microsoft Office Suite, particularly Excel and Word
- ·Excellent business and technical communication skills, both written and verbal
- ·High level of relationship management, with the ability to build trust and maintain strong internal and external stakeholder relationships
- ·Demonstrated exceptional attention to detail and accuracy in all aspects of work
- ·Collaborative and proactive approach, with the ability to work seamlessly across departments including Sales, Marketing, Operations, and Property Management
- ·Flexible, composed, and solutions-focused in fast-paced and dynamic environments.
