Junior Event Coordinator

Trinity Outsourcing Solutions is dedicated to connecting talented professionals with dynamic career opportunities across the world. As a trusted HR partner, Trinity offers a pathway for skilled individuals to work in roles that align with their expertise and support their career advancement. Known for fostering a supportive and growth-focused environment, Trinity provides hands-on experience and tailored opportunities for development. By prioritizing meaningful placements, Trinity enables professionals to unlock their potential and make a lasting impact within innovative companies.

About the client: The Ortus Club

The Ortus Club is a B2B marketing company specializing in virtual and in-person knowledge-sharing discussions.

Our experienced team runs approximately 50 events a month, striving to curate intimate gatherings that bring together senior executives and thought leaders across various industries. We help them create meaningful connections and insightful discussions that can start innovative business relationships by providing an environment for them to engage in candid conversations, share best practices, and explore new opportunities.

We are a young, multicultural team of 130, scattered around the world with offices in the Philippines, Italy, and Kosovo. We encourage you to take a look at our Meet the Team section on our careers page

Our Values

• We think big
• We always deliver
• We believe in knowledge-sharing
• We connect with purpose
• We can all belong at the roundtable

The Role

BGC, Taguig (hybrid)

10 AM - 7 PM PHT

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.

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.

• Vendor & Venue Management

• 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.

• Innovation & Expertise

• 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.
• Ensure vendor quotes and final invoices align with approved budgets.
• Coordinate with Finance to support payment and documentation.

Qualifications:

• At least 1 year of 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.
• Proficiency in administrative tasks, such as managing invoices, processing receipts, and maintaining accurate records.
• 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 regularization)
• Paid leaves + other allowances (on day 1)
• Company equipment (Macbook Air) and welcome kit
• Monthly performance appraisal during your first 6 months (and then quarterly thereafter)
• Anniversary bonus
• Team hangouts and company-wide events
• Team clubs (sports, hobbies, activities, etc.) and perks (wellness, fitness, finance)

Elevate your career with The Ortus Club and be part of something extraordinary in the dynamic world of B2B marketing events