Employment Type: Casual
Location: Flexible / Hybrid, depending on event requirements
Reports to: Event Manager
About Rooted Circle
Rooted Circle is a community-focused organisation that brings people together through meaningful events, programs, learning opportunities, and shared experiences. We aim to create welcoming, well-organised spaces where participants can connect, learn, collaborate, and strengthen their sense of community.
https://rootedcircle.org/Home
About the Role
Rooted Circle is seeking an organised, creative, and community-minded Assistant Event Manager to support the planning and delivery of events and programs.
The Assistant Event Manager will coordinate events from initial concept through to completion, working closely with the Rooted Circle team, facilitators, speakers, venues, vendors, volunteers, and community participants.
This is a casual role, with hours varying according to Rooted Circle’s event calendar. Some evening or weekend availability may be required.
Key Responsibilities
- Plan and coordinate community events, workshops, gatherings, courses, and special programs.
- Develop event plans, timelines, schedules, checklists, and run sheets.
- Coordinate venues, catering, equipment, décor, entertainment, speakers, facilitators, and other suppliers.
- Liaise with event partners, community organisations, presenters, volunteers, and participants.
- Manage event registrations and maintain accurate attendee information.
- Assist with event budgets, supplier quotes, invoices, and expense tracking.
- Coordinate event logistics including room setup, signage, audiovisual requirements, catering, accessibility, and participant materials.
- Support promotion of events through the Rooted Circle website, email communications, social media, and community networks.
- Prepare event communications, invitations, registration information, reminders, and participant updates.
- Attend events and provide on-site coordination to ensure activities run smoothly.
- Welcome and support attendees, presenters, volunteers, and partners during events.
- Identify and resolve logistical issues before and during events.
- Ensure events are delivered in a welcoming, inclusive, safe, and professional manner.
- Collect participant feedback and assist with post-event evaluation.
- Prepare brief post-event reports including attendance, feedback, outcomes, expenses, and recommendations.
- Maintain an organised calendar of upcoming events and key deadlines.
- Build and maintain relationships with suitable venues, suppliers, facilitators, community groups, and event partners.
- Undertake other event and program coordination duties as required.
Skills and Experience
Essential
- Strong organisational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to coordinate several tasks and deadlines simultaneously.
- Strong attention to detail.
- Friendly, professional, and confident when working with community members and external stakeholders.
- Ability to work independently while collaborating effectively with a small team.
- Strong problem-solving skills and the ability to respond calmly to changes during events.
- Comfortable using email, calendars, spreadsheets, online registration systems, and common digital tools.
- Availability to attend events, including occasional evenings or weekends.
Desirable
- Previous experience in event planning, event coordination, hospitality, community programs, administration, marketing, or a related role.
- Experience organising workshops, community events, educational programs, or not-for-profit events.
- Experience coordinating volunteers, facilitators, speakers, or external suppliers.
- Familiarity with social media and digital event promotion.
- Experience managing event budgets and supplier relationships.
Personal Attributes
The successful candidate will be:
- Community-minded and approachable.
- Highly organised and reliable.
- Creative and resourceful.
- Proactive and comfortable taking initiative.
- Flexible when plans or priorities change.
- Respectful of people from different backgrounds and experiences.
- Passionate about creating positive and engaging experiences for participants.
Hours and Remuneration
This is a casual position, with hours determined by the organisation’s event schedule and operational needs.
Hours may include event preparation, administration, event-day coordination, and post-event follow-up. Evening and weekend work may occasionally be required.
Remuneration will be based on experience, responsibilities, and any applicable Australian workplace award or employment requirements.
Success in the Role
Success will be demonstrated through:
- Events being delivered on time and within agreed budgets.
- Smooth and professional event operations.
- Positive participant and stakeholder feedback.
- Strong attendance and engagement.
- Accurate event records and administration.
- Effective relationships with venues, suppliers, facilitators, volunteers, and community partners.
- Continuous improvement of Rooted Circle’s events and participant experience.
Pay: $60,000.00 – $65,500.00 per year
Work Location: Hybrid remote in Burnie TAS
