Event Coordinator

CAPA - Centre for Aviation, part of the Aviation Week Network which has a parent company known as Informa Group (10,000+ colleagues), is one of the world’s most trusted sources of market intelligence for the aviation and travel industry. Our unrivalled reputation for independence and integrity means you get the whole story, with powerful data and in-depth insights on the news, issues and trends that are shaping our industry.

The Event Coordinator assists the Events Team in event administrative and logistical tasks, supporting mainly the Senior Event Manager Partnerships.

CAPA holds approximately 8 Global Aviation Summits a year, globally. Events vary in size from boutique (<100 pax), to mid (200-400 pax) and mega (400+ pax).

Key responsibilities:

• Exporting/importing registration data from the event management platform (Bizzabo), updating attendee lists and weekly delegate reports
• Establish event microsites (Bizzabo)
• Creating delegate badge checklists and cross-checking and assembling delegate badges
• Assistance with monitoring incomplete or ad hoc registrations
• Creating/managing delegate receipts and invoices
• Stock take of event collateral such as lanyards, badges, folders etc.
• Assist with auditing and cross-checking data across multiple lists
• Conduct speaker and website audits
• Assist with pre-event preparations such as packing, assigning event collateral to onsite CAPA staff etc.
• Establishing registration and sponsor links
• Create master slide decks on PowerPoint for each event
• Work with Partnership Manager to issue invoices and contracts, upload sponsor logos to the website, assist with sponsor deliverables
• Complete Sustainability Reporting on all events in line with Informa’s guiding fundamentals
• Volunteer management – recruit and hire volunteers for onsite tasks at events

Qualifications:

• Bachelor’s Degree or tertiary-level qualification (or equivalent experience)

Qualities needed for cultural fit:

• Initiative and enthusiasm
• Ability to think on feet and adapt to change
• Strong work ethic and can-do attitude

Skills required:

• Exceptional attention to detail, organisational skills
• Strong proficiency in Microsoft Office (with focus on Excel and PowerPoint)
• Strong verbal and written communication skills
• Exemplary customer service skills

Desired:

• Bachelor’s Degree in Events Management, Business, or Travel/Aviation
• Experience in office administration
• Experience in working with event management tools/software and CRM programs

Benefits:

• Hybrid / work from home (1-2 days per week in Sydney CBD office)
• Support to create an optimal work-from-home environment
• Part of the world's largest B2B Events company - access to L&D, career progression, additional certifications etc.
• Employee Share scheme options
• Birthday day off and 4 Annual Volunteering Days
• Generous Paid Parental Leave
• Healthy Lifestyle Subsidy (a contribution towards gym/yoga/sports classes and memberships)
• Vibrant Social Calendar 
• Work from anywhere* up to 4 weeks per year, we know how precious time is with your family and friends

How to apply for the role:

Please submit your CV and a cover letter stating why you are applying for this role, and your relevant interests, skills and experience.

We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Informa is proud to be an Equal Opportunity Employer.

We do not discriminate on the basis of race, colour, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.