Event Coordinator

Drive data-powered digital strategies and campaigns that amplify our global executive events. Join an international team shaping how business leaders connect, learn, and grow. About Us The Ortus Club is a leading international event marketing firm specialising in executive knowledge-sharing roundtable discussions. Our sessions — delivered virtually and in person — enable senior decision-makers to exchange insights, foster strategic connections, and drive business growth. We partner with some of the world’s most influential organisations to deliver over 50 curated events each month, providing platforms for executives to discuss emerging opportunities and industry challenges across global markets. With a team of over 130 professionals in the Philippines, Italy, and Kosovo, we are committed to excellence, collaboration, and continuous innovation in everything we do. About the Role The Event Coordinator plays a vital role in shaping corporate events across APAC & ANZ. This hybrid role balances onsite collaboration at our BGC office with the flexibility of working from home. With a strong backend focus, the role drives success through strategic logistical research, precise coordination, and partnerships with top vendors—ensuring seamless operations and premium experiences for our global clientele. Collaboration with a multi-cultural team, including colleagues in Europe, enriches the work with valuable cross-cultural exposure and growth. While primarily research-driven, the position also offers opportunities to attend select local and international events, providing first-hand insights that fuel continuous improvement. It is the engine behind the flawless execution of world-class events. Key Responsibilities Event Coordination & Execution Support end-to-end logistics for events, including roundtables, masterclasses, and summits. Assist in preparing timelines, checklists, and logistical documents. Coordinate day-of-event tasks such as vendor arrivals, registration, and on-site setup. Ensure timely communication with vendors and internal teams for assigned responsibilities. Support the post-event debrief by compiling feedback and reports. Conduct initial research for venues and vendors based on event briefs and criteria. Assist with gathering quotes, updating vendor trackers, and securing documentation. Maintain vendor and venue databases with updated info and feedback. Process receipts, invoices, and post-event paperwork accurately and on time. Quality Assurance & Brand Experience Execute tasks in line with Ortus quality and branding standards. Assist with checklist implementation and flag inconsistencies in execution. Gather event feedback from internal stakeholders and guests. Support the creation of post-event feedback summaries. Stay aware of trends in events, venues, and logistics, and share new ideas. Suggest potential upgrades to event processes or vendor options. Learn Ortus event protocols and continuously build on logistics knowledge. Budget Ownership & Efficiency Verify and track receipts, invoices, and documentation for materials related to events, such as AV, printed materials, gifts, and F&B. Track expenses input into budget trackers. Qualifications Proven experience in event coordination or a related administrative role, with a focus on logistical planning and execution. Strong organizational and time-management skills, including the ability to manage multiple tasks and deadlines simultaneously. High level of attention to detail for tasks like tracking expenses, managing vendor paperwork, and ensuring event timelines are followed. Excellent communication and interpersonal skills to effectively coordinate with internal teams, external vendors, and global partners. Experience with vendor management, including researching, gathering quotes, and maintaining a vendor database. Comfortable working in a hybrid environment with both in-office and remote work, demonstrating strong self-discipline and the ability to work independently. Ability to adapt to and navigate a multicultural team environment, with an understanding of global business communication. Why You Should Join The Club Government benefits + 13th month pay HMO (upon regularisation) Paid leaves + other allowances (from Day 1) Company equipment (MacBook Air) and welcome kit Monthly performance appraisal during your first 6 months (quarterly thereafter) Anniversary bonus + company merch for milestones Team hangouts, company-wide events, and interest-based clubs Perks and programs for wellness, fitness, and financial growth #J-18808-Ljbffr