Event Coordination VA for Fast-Growing Events Company in Australia

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