Event Coordinator and Executive Assistant

We are seeking a highly organised, proactive individual to provide administrative and executive support while coordinating client events and conferences.

The role will suit someone who enjoys keeping people and activities organised, communicates confidently with clients and takes ownership of arrangements from initial planning through to completion. Strong computer skills and the ability to manage competing priorities will be essential.

Responsibilities:

• Administrative and executive support
• Provide day-to-day administrative support to approximately four team members.
• Coordinate diaries, meetings and appointments, ensuring arrangements are communicated clearly.
• Prepare and format correspondence, presentations, meeting documents and other business materials.
• Maintain accurate records, contact lists and electronic filing systems.
• Track agreed actions and deadlines, following up to ensure tasks are completed.
• Assist with travel and accommodation arrangements where required.
• Handle confidential information professionally and discreetly.

Client events and conferences

• Plan and coordinate client events, conferences and business functions.
• Develop event schedules, checklists and timelines, keeping all parties informed of progress.
• Coordinate venues, catering, equipment and other service providers.
• Prepare and distribute client invitations, manage responses and follow up on attendance.
• Maintain guest lists and communicate event details, reminders and joining instructions.
• Coordinate event materials, presentations and registration arrangements.
• Support event delivery and resolve practical issues as they arise.
• Track event expenditure against approved budgets and assist with post-event administration and feedback.

Client communication and technology

• Act as a professional point of contact for clients regarding events and related arrangements.
• Maintain accurate client contact information and communication records.
• Use digital tools to manage schedules, documents, invitations and task tracking.
• Learn new systems readily and identify practical ways to improve administrative processes.

Essential capabilities

• Demonstrated experience in executive assistance, senior administration or a comparable coordination role.
• Practical experience organising corporate events, conferences or client functions.
• Excellent planning, prioritisation and follow-through.
• Strong written and verbal communication skills.
• Confidence engaging with clients and senior colleagues.
• Strong computer literacy and the ability to learn new technology.
• Accuracy, discretion and attention to detail.
• Ability to work independently while balancing requests from several people.