Event & Systems Co-Ordinator

The Opportunity

An exciting opportunity to join Asia-Pacific Incentives & Meetings Event (AIME), assisting exhibitors and buyers navigate their way through AIME’s bespoke and state of the art systems.

• Work on a well-known, established and successful event
• Be part of an engaged and energetic team with training & development provided
• Work from home flexibility plus the benefits & perks of our stunning brand new St Kilda Rd office

We're looking for a passionate and enthusiastic Event Coordinator to join our vibrant team of sales and marketing professionals at Talk2 Media & Events, working on AIME. The role has a key influence in terms of the commercial success and customer satisfaction of the show. The dynamic environment that the show operates in gives ample development opportunities to utilise your previous experience in the events industry.

The Company & Values

The Asia-Pacific Incentives & Meetings Event (AIME) is Australia and the Asia-Pacific’s largest and most important trade event for the meetings and events industry. Held annually in Melbourne in February, AIME is where industry decision makers connect, create and do business. We bring together international and local buyers (meeting planners and event specialists) to access the best exhibitors (destinations, venues and event suppliers) from around the world. For more details please visit: https://aime.com.au

We are part of Talk2 Media & Events (Talk2 ME), a leading Australia-based consumer and trade focused events company based in Melbourne. With our current portfolio including Australia’s leading events in the food, meetings industry and Australian power sector, we create and organise innovative, premium and stylish consumer and trade events bringing together these communities to share their passions and interests face-to-face in an exciting events environment. 

We are an ambitious fast-growing company and have expanded organically to ~30 employees. We’re committed to embracing the core values of free, fun, flexible, family, fulfilment and fire which guide our leadership and behaviours within the organisation. For more details please visit:  https://talk2.media

Other benefits & perks of working with AIME include:

• Flexibility to work from home
• Young and fast-growing business with lots of exciting training and development opportunities to progress
• Company mobile phone
• Additional Time in Lieu for event weekends worked
• Opportunity for interstate travel
• Free breakfast monthly on Tuesday morning
• Excellent end of trip facilities
• Weekly events and other great activities on offer (e.g. networking events, wine-tastings etc.)

The Role

Reporting to the Event Director, this role is both exciting and rewarding. It is key to the success of the event as you will work with exhibitors and buyers alike as they navigate their way through our bespoke and state of the art systems, all designed to give our stakeholders the best event they can experience. Responsibilities will include (but not limited to) the following activities:

• Assisting the set-up of  the meeting platform and ensure all aspects of each of AIME’s platforms are running smoothly.
• Fielding exhibitor and buyer questions and providing tech support.
• Reviewing and entering data in our meeting matching, event registration and CRM software programs.
• Managing system generated communications.
• Data entry and mapping.
• Collating data for reporting and integration with other systems/platforms.
• Overseeing and updating system generated communications to platform users.
• Ensuring the meeting matching process is running smoothly and in accordance with project timelines.
• Supporting platform users by promptly responding to internal and external enquiries.
• Overseeing and updating the online Exhibitor Manual resources when required to ensure all platform users including the AIME team, exhibitors and buyers always have the most up-to-date information.
• Troubleshoot errors/problems throughout the registration process.
• Ensuring the registration platform is integrating smoothly with payment gateways and other software programs as needed.
• Providing onsite system support during the show to exhibitors, buyers and the AIME team.
• Providing on-site support to the registration tech partner, AIME team and event visitors.

Skills & Experience

The role will ideally suit someone with experience in delivering events, a solid understanding of systems and event software and be numerate, logical and have strong process disciplines. We’re looking for a confident, motivated and engaging event professional. A true team player with a positive attitude, no task will be too small, and you will be willing to jump in and help out as needed across the team.

To be successful in the role, you will also have the following experience and attributes:

• Minimum of three (3) years’ in specifying data systems and processes to ensure the collection of quality data, coupled with experience in the implementation and/or use of data systems. Proven ability to identify and solve problems with sound judgement.
• Experience in the events industry, with experience in B2B trade shows highly regarded, coupled with a passion for the event industry.
• Positive self-starter works well both autonomously and as part of a team with strong initiative.
• Ability to work calmly and efficiently under pressure and adaptable to different working environments and styles.
• Highly developed interpersonal, verbal and written communication skills with sound negotiating and conflict resolution skills.
• Excellent time management skills with the ability to prioritise effectively, meet deadlines and achieve required outcomes.
• Experience and aptitude for user support and troubleshooting.
• Professional phone manner, proficient and well-spoken verbal communication.
• Flexibility to travel interstate and attend events outside of normal business hours as required.
• Proficient use of MS office products, in particular Word & Excel and MS Outlook as well as CRM software programs.

If you’re an experienced event professional with a genuine interest in designing, developing and working with data systems and you’re excited about joining a fast-growing company, this could be your next role!

How to Apply

Please apply with your CV and a cover letter (1-2 pages) addressing the following key points:

1. Your background and interests/qualifications – making you the right candidate for this role
2. Something unique about your background and experience that you would bring to this role and the team