Urgent Hiring – Virtual Assistant for Events

We pack out rooms in Australia and online - and we need YOU to assist us in the EVENT department, working with our Lead Event Manager!
We are an event business based in Australia looking for an Events Assistant for a full-time position during Australian business hours. We are in the Health and Wellness field, and being interested in your own health and growth is a must!
We run ONLINE and IN-PERSON events in Queensland on stage for personal development with our students.
This role will be full-time, 40 hours a week
There is a lot to organise in our business; the more ambitious you are and keen to learn tasks, the more work there will be for you to do. And you must be willing to be trained.
We're looking for ambitious and hard-working professionals able to work from home as an Events Support VA who will be responsible for managing various customer issues - You will be working closely with our head of events and given tasks to email/call venues, book and liaise with businesses, organise graphics, marketing and printing with our other departments, work closely with our support team and students, complete tasks through Trello, etc.
- Must be fluent in English - both written and oral
- Must be proficient in Trello, Slack and Google Suite
- Understanding of ActiveCampaign is a plus
- Must have worked or have an interest in health, fitness, and/or coaching
- At least 2 events coordination role experience
Responsibilities:
Pre-event:
? Responsible for venue research and booking (initial contact to venue)
? Keeping Trello board, Google Calendar, and Excel calendar up to date
? Updating crew credits
? Update crew applications in Trello and add tags in Active Campaign
? Assisting with ad hoc events tasks
? Search and book accommodation near the venue for the crew when needed
? Search and book flights for the Team
? Assisting with the booking of all logistics related matter [transportation, hotels, and restaurant
arrangements]
? Update the stocklist
? Assist with printing materials (Manuals, Crew Roles, Runsheet, Graphics)
? First scan the Event’s email and respond when possible, then allocate to the
appropriate person/department.
? Send in Events email summary daily in Slack
? Checking and sending invoices to accounts + uploading them to Trello
? Support in adding information to Trello and keeping up to date with our events checklists
and crew lists
? Ensuring that all event crew have completed the onboarding training in Kajabi
? Liaising with marketing to ensure marketing materials are ready in a timely manner
? Driving the communication of updates & logistics to the event crew
? Compiling all post-event feedback and making it into a checklist
? Creating and updating checklists and documents in Trello
? Create an Attendance Sheet for live events (QX, QA, Q2)
? Prepare the Slides and Runsheet for live events
During events:
? Supporting virtual events (QX, QA, Accelerator, Elite)
? Process bonus tickets
? Update checklist for “during events” in Trello
? Add Thrivecart links in chat at sales time
? Add website info in chat when needed
? Be ready with all links necessary for the online event (future dates flyer, manuals, quantum
journey flyer, websites, Thrivecart links etc)
Post-event tasks:
? Update Crew Credits Sheet
? Update the Event Expense Sheet
? Update Trello for “done” events
For the best chance of success to be considered for a role with us, we recommend:
- Get to know our businesses and what we do via our website and your own research.
- Triple check your URL links for resume/cover letter actually work (use Chrome 'incognito' to test).
- Make sure you can use Zoom with a working mic and webcam.