Ea, Office & Event Coordinator

Buscojobs; Greater London; Hybrid; GBP 30,000 - 60,000; Full time

Job description

This rapidly expanding B2B Events Agency has a growing international presence and is looking for a highly organised EA, Office & Event Coordinator to join their Sydney team. This Agency develops, organises and delivers corporate events, including roundtables, conferences, and summits.

Position Terms :

• Full-Time Permanent Role
• Hybrid working : 3 days in office, 2 days from home
• Weekend and outside of hours work for events when required

The Role :

The EA, Office & Event Coordinator reports to the CEO and will be responsible for managing internal office operations, HR coordination, coordinating events, and providing executive support to ensure smooth communication and efficiency at all levels. This role blends office management and event coordination with a strong HR and personal assistant focus, supporting both the day-to-day operations and leadership team.

Key Responsibilities include :

• Oversee the day-to-day operations of the office, ensuring it runs smoothly and efficiently.
• Coordinate office maintenance, liaise with vendors and contractors, and ensure facilities meet health and safety standards.
• Organise and manage the logistics for company meetings, events, and office functions.
• Assist the HR team with onboarding, including workspace setup, IT equipment, and introductions to team members.
• Maintain and update employee records and assist with the administration of benefits and policies.
• Coordinate employee engagement activities, wellness programs, and social events to foster a positive company culture.
• Manage complex schedules for the leadership team, ensuring meetings, calls, and events are well-organised and prioritised effectively.
• Coordinate meetings across different time zones, both locally and internationally, ensuring that all logistical aspects are handled smoothly.
• Organise team off-sites, board meetings, and other key events, managing all aspects of event logistics and travel arrangements.
• Provide high-level administrative and personal support to the executive team, managing calendars, scheduling meetings, and organising travel arrangements.
• Work closely with international teams to ensure consistent office practices and facilitate smooth communication across time zones.
• Coordinate virtual and in-person team events, providing support to remote employees and ensuring inclusivity.
• Assist with general office administration, including handling correspondence, filing, and maintaining office systems.

The Candidate :

The successful candidate will have strong organisational skills with previous experience working in an office management, EA or event coordination role. Experience coordinating meetings, events, and logistics is essential for this role, ideally across multiple locations and / or time zones.

• Exceptional organisational and time management skills, with a keen eye for detail.
• Excellent written and verbal communication skills, with the ability to liaise with people at all levels.
• Strong proficiency in office tools (e.g. Microsoft Office Suite) and virtual collaboration tools (e.g. Zoom).
• Proactive, solution-oriented, and able to handle multiple competing priorities effectively.
• Excellent problem-solving and multitasking abilities in a fast-moving environment.
• Basic knowledge of HR systems is desirable.
• Event planning experience, including virtual and in-person team events.
• Experience working in international offices or with distributed teams across different time zones is highly desirable.
• Comfortable with both HR and administrative duties, including supporting employee experience and office culture.
• Ability to travel internationally for events when required.
• Ability to work in the office 3 days a week, located in Sydney CBD.