Event Production Coordinator

Sunshine Coast

Join the Coastrek team! We’re looking for an enthusiastic, hard-working Event Coordinator who’s ready for their next challenge…

Role: 37.5 hours per week (FT). 
Location: Brookvale, Sydney NSW (Hybrid). We offer flexible hybrid working, please only apply if you’ll also love working in our Sydney-based office!
Salary: Negotiable based on experience

About Us 

Wild Women On Top create community hiking adventures that help women fall in love with health and fitness. We create Coastrek, Australia’s iconic hiking challenge for women, which journeys along some of the most spectacular coastlines in the world. We also prepare women for life changing adventures and partner with like-minded brands to reach out boldly and cultivate magic moments that inspire. Adventure, women’s empowerment, community, health, and love of nature are at the heart of everything we do.

Through Coastrek we’ve inspired and empowered over 74,000 women and men to walk the stunning coastal trails and beaches of Sydney, the Mornington Peninsula, the Sunshine Coast, the Fleurieu Peninsula and Margaret River, and our community has raised more than $50 million dollars for charity.

We’re a small team making a big impact, turning traditional health and fitness on its head to achieve our vision of a healthier world where all women thrive.

About the Role

You will join an energetic, passionate team whose mission is to connect, coach and champion women in the outdoors! We’re for a wildly fabulous Event Production Coordinator to help bring our Coastrek events to life, coordinating multiple contractors/suppliers, operations, logistics, volunteers and other event elements as required, to assist in creating the ultimate Coastrek Trekker Experience.

You will have fun, work hard to deadlines, have awesome organisational skills, and strive to be the best you can be. You will benefit from our vibrant culture, flexible working and supportive environment, and we’ll want to see you shine and help you achieve your career goals with us.

This position will involve out-of-hours events and activities to support event delivery. You will be notified of this beforehand where possible. As we are a small team, this role also includes some general office administration and support tasks as required.

If you live and breathe event success, watching your hard work become a reality, and changing lives in the process, we’d love to hear from you. This is a fantastic opportunity for someone who is keen to step up and showcase their talents.

Reporting Lines

You will report directly to the Event Director.

Key Responsibilities:

  • Research, obtain quotes, engage and manage all event contractors, suppliers and partners in the lead up and on event day while leading the bump in and bump out schedule ensuring smooth operations.
  • Engage all volunteers for each event, including shift rosters, communication, coordination, liaison with charity partner, organisation of gifts and pack all necessary items for volunteers on event day including uniform & printing.
  • Organising small projects/events related to Coastrek events eg: Top Tips Night and online webinars as required from time to time.
  • Creating key event documentation including the Master Equipment Lists & Master Delivery Schedule.
  • Update key operational documents as required logistics and trekker related material (event plans, scoping documents etc).
  • Assist with route mapping for all Coastrek events and carry out course reconnaissance missions from time to time.
  • Assist with stocktake of gear and onsite equipment for Event weekend.
  • Assisting with event execution on Event week/weekend.
  • Engage with and maintain relationships with product partners, food and beverage suppliers, health services and corporate partners for Coastrek Event Days in collaboration with the Corporate Partnerships Manager.
  • Organising couriers & equipment transport across all events.
  • Creating electrical plans and understanding power distribution across event sites.
  • Work closely with our charity partner to engage, coordinate, roster and brief our awesome volunteers in the lead up to Event Day.
  • Work closely with the marketing team regarding the Event Day marketing collateral needed for our route, finish line activations and associated logistics.
  • Maintaining client records/registrations where required using our fundraising registration platform and integration with CRM.
  • Finalising all invoicing post-event and budget monitoring.

About You:

  • Team player, self-motivated, high energy, proactive, and positive can-do attitude
  • 2-3 years event and/or logistics experience ideally in outdoors/adventure, sport, health & fitness, fundraising or a related industry.
  • Desire to learn, build on your strengths and be part of a dynamic team
  • Ability to follow documented procedures and identify where improvements are required
  • Great attention to detail and process of continuous improvement.
  • Advanced computer software and content management system skills.
  • Ability to manage priorities and quickly grasp the latest technology.
  • Exceptional written and verbal communication skills
  • Be available to work some weekends and evenings aligning to our event calendar (this involves interstate travel to key events 4-5 times a year with our Coastrek team)
  • Valid driver’s license. Note, you will need to drive a hire vehicle for interstate events and therefore will need to meet the hire company driver experience requirements.
  • Right to live and work in Australia.

At Wild Women On Top you’ll enjoy:

  • The chance to work with an awesome, friendly team committed to making a difference
  • Hybrid working with core office days, epic fun Coastrek Event Days and flexibility to work from home
  • Healthy workplace with a culture of collaborative teamwork and excellence
  • Supported education, training and travel opportunities
  • Event weekend package benefits
  • Flexible work hours, and leave arrangements

To Apply

Send your CV together with a cover letter (one page max please!) outlining why you are the Event Production Coordinator of our dreams to our Event Director Sally Smith. Review of applications will begin immediately and continue until the position is filled.

Write for Wild Women!

Love adventures? Got something to say about women in the outdoors? We want to hear from you! We're keen to share stories from kick-ass women with diverse experiences in the adventure and hiking space.

Get in touch