Associate Event Planner

Associate Event Planner

Supports the planning, execution, and post-event follow-up for meetings and events. Coordinates operational, vendor, financial, and logistical activities and documents event strategies, decisions, and outcomes. Maintains the playbooks, policies, procedures, and tools that support consistent event delivery. Events may be in-person, virtual, or hybrid.

Core Responsibilities

• Supports event planning and execution by coordinating assigned workstreams, milestones, and deliverables using established event strategies and project plans.

• Documents event strategies, requirements, decisions, roles, timelines, outcomes, and lessons learned. Maintains accurate and accessible event records throughout the planning lifecycle.

• Develops and maintains event playbooks, process documentation, policies, procedures, templates, checklists, trackers, and planning tools. Identifies gaps, risks, and incorporates approved updates.

• Coordinates assigned vendor activities and deliverables, including service requirements, timelines, documentation, invoices, and payment status. Escalates performance, cost, or service concerns.

• Facilitates supplier onboarding and purchasing activities, including purchase requisitions, purchase orders, approvals, and supporting documentation.

• Supports accounts payable and Concur reporting by routing invoices and expense reports, maintaining documentation, tracking payments, reconciling expenses, and addressing routine discrepancies.

• Coordinates event logistics, including registration, attendee communications, speaker support, meeting space, food and beverage, audiovisual requirements, transportation, supplies, and event materials.

• Supports on-site and virtual event execution and delivery of assigned event workstreams. Resolves routine operational issues and escalates matters that may affect timing, cost, quality, or attendee experience.

• Coordinates shipping, receiving, inventory, distribution, and return of event materials and equipment.

• May support travel coordination by gathering requirements, communicating approved details, and coordinating itineraries or transportation.

• Supports post-event activities, including communications, surveys, data collection, financial reconciliation, shipment returns, and documentation of outcomes and lessons learned.

• Identifies, documents, and reports operational, financial, vendor, compliance, and attendee-experience risks. Maintains risk logs and escalates concerns in accordance with established event procedures.

• Participates in special projects and performs other duties as assigned.

Qualifications

• Related event, hospitality, administrative, financial, procurement, or operational experience.

• Undergraduate degree or equivalent combination of training and experience.

• Strong organizational, documentation, communication, and attention-to-detail skills.

• Demonstrated ability to manage multiple priorities, deadlines, and partner relationships.

Special Factor(s)

• Some travel required.

• Special hours may be required leading up to and during events.

• May be required to coordinate or handle event materials and shipments.

Special Factors

Sponsorship

About Vanguard

At Vanguard, we don't just have a mission—we're on a mission.

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.