Event Coordinator

4 days ago

Auckland, Auckland, New Zealand The Professional Builder Full time

Auckland, New Zealand |
$60,000 NZD base salary

WFH 3 Days p/w

Domestic & International Travel Required

Mission

Deliver seamless coordination and execution of event logistics across multiple territories.

From securing venues and flights to managing catering and partnerships—you're the operational engine room ensuring every event runs like clockwork.

What You'll Do

Event Logistics & Coordination

  • Source, negotiate, and confirm venues across NZ, AUS, USA, CAN & UK within budget and spec
  • Coordinate flights, accommodation, and transport for the TPB team
  • Maintain detailed run sheets and event timelines
  • Oversee AV, signage, seating, and tech setup for every event

Budget Management

  • Deliver events within the allocated $2K–$4K CAC budget
  • Track quotes, approvals, receipts, and reconciliations
  • Mitigate last-minute risks through early confirmation and buffer planning

Team & Partner Support

  • Prepare travel docs, itineraries, and venue info for all team members
  • Act as the main point of contact for partner venues and suppliers
  • Ensure catering, signage, and materials are ready 24 hours pre-event

Systems & Continuous Improvement

  • Maintain and refine SOPs for repeatable event processes
  • Lead post-event debriefs to identify wins and "next times"
  • Use Airtable (or similar) to manage the master event calendar

Asset & Vendor Management

  • Manage TPB branded materials and shipping between events
  • Track inventory and coordinate print suppliers per region
  • Build and negotiate with a network of trusted vendors

Performance & Digital Support

  • Track event metrics: attendance, budget, NPS, travel costs
  • Support automated pre-event comms and attendee experience
  • Ensure consistency across all digital and in-person touchpoints

What Success Looks Like

  • 100–200 workshops delivered annually, smoothly and professionally
  • All logistics confirmed ≥ 2 weeks prior to each event
  • 95 % of events executed without last-minute changes
  • Events delivered on or under budget
  • NPS 8 + and high team/partner satisfaction

What You'll Bring

  • 2 + years in events, travel, hospitality, or ops coordination
  • Strong organisational and communication skills
  • Experience managing international bookings and time zones
  • Proficiency in Google Suite, Airtable, and platforms like Eventbrite
  • Calm under pressure, proactive, and detail-driven

Bonus Points

  • Experience with vendor negotiation and travel logistics
  • Passion for live events and creating world-class experiences
  • Ability to juggle multiple projects while keeping everyone informed

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