Event Coordination VA for Fast-Growing Events Company in Australia

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: TYPE OF WORK

Full Time

: SALARY

$7.5/hr

: HOURS PER WEEK

40

: DATE UPDATED

Sep 21, 2026

JOB OVERVIEW

How to apply — mandatory requirements

Two things are required from every applicant. No exceptions.
- A 3-minute Loom video. Introduce yourself, walk through your relevant coordination or events experience. Please speak naturally and DO NOT read from a script.
- Submit an updated CV in a PDF format

Applications missing either the Loom video or the CV will NOT be considered.

Summary
We're a recruitment partner hiring for an established Australian company that runs large-scale public food and lifestyle events. Each event runs across multiple days with 20–25+ vendors, a full marketing campaign, and a long list of suppliers to book and confirm. They run on a repeating monthly cycle, which means there is always one event in delivery and another in build.

We need a remote Event Operations Coordinator to own the moving parts from the moment an event is confirmed through to post-event close-out.

This is a coordination and execution role, not a creative or strategy role. You won't be d ---------- the event theme, the commercial model or which vendors get accepted. You will be the person who makes sure everything that was d ---------- actually happens, on time.

What you'll be doing
- Running the master event tracker — setting each event up, calculating task due dates from the event date, assigning tasks, checking daily, chasing what's overdue
- Sending a structured end-of-day report so management can see an event's status without opening the tracker
- Vendor administration across 20–25+ vendors per event: contracts, signatures, food safety certificates, public liability insurance, stall size, power requirements, commission arrangements, contact and social media records
- Vendor communication: welcome packs, marketing requirements, bump-in details, final briefings, one-week-out reminders, and answering routine questions from approved information
- Tracking vendor marketing compliance — required posts, countdown banners, event shares — and chasing before every posting deadline
- Coordinating content creators and influencers: briefs, shoot dates, attendance, deliverables, chasing content and saving links
- Running influencer night logistics, voucher printing and distribution, and food send-outs
- Email (Klaviyo or similar) and SMS campaigns: briefing design, testing links, scheduling, recording open and click performance
- Updating the event website in WordPress/Elementor each cycle — dates, venue, map, parking, FAQs, vendor lineup, competition, images — and testing every link on desktop and mobile
- Facebook Event setup, social bios and pinned flyers across Instagram and TikTok
- Local outreach: community businesses, universities and TAFEs, flyer and banner distribution, local media and council invitations
- QR code and lead capture campaigns: landing page, signage, onsite testing, tagging leads by event
- Supplier and infrastructure bookings: power, cool rooms, equipment hire, barriers and lighting, cleaning and waste, security — booking, confirming, and following up delivery and collection
- Building the multi-day event run sheet and confirming every arrival time, shift and delivery against it
- Vendor commissions, reconciliation, and the final post-event report

What we're looking for
- Experience coordinating events, projects or operations remotely. Events experience is a strong bonus, but disciplined project coordination in any industry is highly regarded
- You are relentless about following up. A large part of this role is chasing people who haven't replied — politely, repeatedly, without being asked to
- Strongly detail-oriented, with a habit of recording proof rather than just marking things done
- Hands-on with WordPress and Elementor, or able to demonstrate you can learn it quickly — you'll be editing event pages yourself, not raising tickets
- Confident with task management tools, spreadsheets, email marketing platforms and social scheduling
- Clear, professional written English — you'll be the main point of contact for dozens of vendors and suppliers
- Good judgement about what you handle yourself versus what you escalate
- Able to hold a lot of concurrent deadlines across two overlapping event cycles without dropping any

What success looks like:
- You've run at least one full event cycle end to end, from confirmation to close-out
- The tracker is current every working day and nothing sits overdue without being flagged
- Vendor compliance documents are collected ahead of deadline rather than chased in the final week
- The end-of-day report is running consistently and management is relying on it
- A complete post-event report has been delivered covering attendance, vendor sales, marketing performance and key learnings

SKILL REQUIREMENT

Events Management Project Management Virtual Assistant

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Event Coordination VA for Fast-Growing Events Company in Australia

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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