Events Assistant Manager

The Circle:

The Trans – Tasman Business Circle is a strategic growth partner for the region’s leading organisations. With coverage across both private and public sectors, the Circle grows relationships, insights and profile. The Circle hosts a diverse business briefings program for business and government leaders in Australia, New Zealand and Singapore. The Circle prides itself on being a diverse organisation and peoples of all cultures and backgrounds are encouraged to apply.

Summary:

We are seeking a dynamic and proactive Events Assistant Manager to support our Events Department in delivering our comprehensive events program. The ideal candidate is highly organised, detail-oriented, and thrives in a fast-paced environment. Exceptional administrative skills coupled with a passion for event management are essential for success in this role.

The candidate: 

As the ideal candidate, you embrace challenges with a positive outlook and are driven to achieve goals. Previous experience in event management or a related field is preferred, and you are eager to take on the responsibilities of this role. You are enthusiastic about our mission and understand the dynamic nature of the events industry. This is a full-time position, offering the opportunity for growth and development within our organisation.

You will be:

• Fluent in business English (verbal and written).
• Proficient in computer applications relevant to event management and administration.
• A collaborative team player with a proactive and can-do attitude.
• Experience in event management preferred or a related field, demonstrating strong organisational and multitasking abilities.
• Join our team and contribute to the success of our events program while embracing opportunities for professional growth and development. We welcome candidates who are passionate about event management and eager to make a positive impact in our organisation.

Key Responsibilities: 

• To support the Events teams in delivering the Circle’s programme.
• To assist in the execution of the Circle’s event program including but not limited to events in Australia, New Zealand and Singapore. 

Overall Reports to: 

Chief Operating Officer 

Direct Reports to: 

Event Directors

Tasks and Responsibilities:

Event Administration

• Data entry for events into event platform/website
• Data entry for bookings and attendees where necessary
• Data entry for invoicing where necessary
• Event printing where necessary
• Draft seating for review which meets needs of event partners and attendees.
• Prepare speech notes for chairperson and briefing partners. 
• Answer event queries by phone and email in a timely manner.
• Assist Manager - Events with events on-site including event set up, banner erection, registration, liaising with venue staff on run of service, break down, etc. 

Event Coordination Support

• Coordinate logistics for events including travel arrangements, accommodation bookings, and transportation for speakers or VIP guests.
• Assist in creating event timelines and schedules to ensure smooth execution.
• Collaborate with the Events Directors to develop event concepts, themes, and formats.

Attendee Management

• Manage attendee registrations, cancellations, and substitutions.
• Coordinate with the finance team to process refunds and payments related to event attendance.
• Prepare attendee badges, welcome packs, and other materials as needed.

Website/CRM

• Data entry for events into event platform/website
• Ensure event pages are up to date on platform/website and checked regularly to ensure partner logos and content are correct.
• Assist online booking queries or issues. 
• Issue event access codes for website registrations where necessary.
• Ensure contact and attendee records are updated as soon as changes are known/advised.
• Update speaker photo and bio for website and marketing.

Event Supplier Assistance (with the direction of the Events Director)

• Booking of external venues for confirmed events including room and menu selection
• Booking of audio visual and other event suppliers 
• Ensuring supplier contracts and quotes are received, deposits paid, contracts signed, and event orders are on file and submitted. 
• Ensuring all supplier expenses are submitted to accounts department via CRM system.
• Maintaining good relationships with venues 
• Maintaining good relationships with audio-visual, photographers and other event suppliers

Professional Development

• Stay updated on industry trends, best practices, and new technologies related to event management.

General Office/Team

• Assist Partnerships & Relationships team where required.

Compensation & Benefits:

Competitive salary and benefits, commensurate with experience.

Hybrid working environment with two days WFH.

How to Apply:

Interested candidates are invited to send their CV, along with a cover letter detailing their relevant experience and motivation for the role.

The Trans - Tasman Business Circle is an Equal Opportunity Employer. All applications will be considered on their merit, qualifications, and abilities.