Senior Event Coordinator

AUT Events offers comprehensive event management services at AUT's four campuses and various venues in and around Auckland.

This role is a full-time permanent position.

We require an experienced, passionate, and dedicated person to become an essential part of our team to work closely with our Faculties, Catering Operations, and Audio-Visual departments to ensure the successful management and delivery of conferences & events.

The Senior Event Coordinator will be responsible for all aspects of event services and systems for the Vice Chancellor's Office (VCO) events, other VIP and high-profile events, and all related event activities. The Senior Event Coordinator will initiate, assess, book, and confirm all event management, audiovisual, catering, and client requirements to ensure overall event services operate smoothly through accurate administration, planning, and systems control.

The successful applicant will be positive, flexible, well organised, highly professional, with a strong customer focus. The ability to work within a large team environment is essential.

Having attributes such as confidence, being methodical, logical & proactive, being a good listener & having strong attention to detail are all extremely advantageous to securing this position.

The role demands that you take total ownership of your events, often with many stakeholders, prioritising your workload.

If you have an extraordinary ability to multitask in a fast-paced environment and a desire to deliver high-quality service with a genuine passion for planning and logistics, then we want to speak to you!

Successful candidates should ideally possess:

• Client Brief Documentation: Document all event requirements outlined by clients and collaborate with the AUT Events department to translate them into actionable plans.
• Comprehensive Event Planning: Plan events from inception to conclusion, and review aligning with VCO and AUT Events targets and objectives, while infusing innovation to enhance success and delivery.
• Vendor and Supplier Negotiation: Source and negotiate with vendors and suppliers to secure necessary services and resources for events, ensuring cost-effectiveness and quality.
• Stakeholder Engagement: Attend all event-related VCO meetings, serving as the primary point of contact for AUT events, and ensuring active participation and representation at all VCO events.
• Pre-event Preparation: Collaborate with the Audio-Visual team to ensure the provision of appropriate equipment and conduct rehearsals before event days to ensure seamless execution.
• Event Execution and Problem Resolution, overseeing event execution, stepping up to resolve any issues that may arise to ensure smooth operations and a positive attendee experience.
• Efficiently manage Events Software systems.
• Prepare and manage budgets and costs, ensuring adherence to financial parameters and timely reporting as required.
• Coordinate event inquiries, bookings, and requirements for on or off-AUT campuses.
• Work with external parties including government industry, sponsors, and donors to ensure well-organised events and expectations are met.
• Project manage large high-profile and complex conferences and events where VIP high-level dignitaries are in attendance to ensure all client requirements are met and the University brand is portrayed at a high level.
• Assess client requirements and ensure that all conferences and events are executed at a high standard, including the use of timelines and regular meetings with clients to achieve customer satisfaction.

This position is available now. Note that you must be currently eligible to work in New Zealand.

Ref: 88864

Closing Date: 28th May 2024, at 11:55 PM. 

*Full-time denotes 37.5 hours per week