Major Events - Project Coordinator

Atlantic Group Hospitality is a leading hospitality company renowned for its exceptional events. With a passion for delivering unforgettable experiences, we pride ourselves on our commitment to quality, creativity, and attention to detail. We specialise in creating extraordinary events that exceed expectations and leave a lasting impression.

We are excited for the return of Melbourne's Major Event season, most notably the prestigious Melbourne Cup Carnival and Australian Formula 1 Grand Prix events. Our team has been delivering phenomenal hospitality at these famed events for over 15 years - and the next 8 months will be bigger and better than ever!

This is a full-time contract role from August through to the end of April 2027, working as a key operational and administrative pillar within our Major Events team. You'll work alongside Event Managers and Event Coordinators to ensure planning milestones are hit, documentation is accurate and up to date, and internal stakeholders have what they need—when they need it. You'll also provide leadership and oversight to junior admin staff and support the team by running internal meetings and taking ownership of key planning tools.

Key Responsibilities

As a key member of the Major Events team, you will provide executive-level administrative and project coordination support, ensuring the seamless planning and delivery of some of Melbourne's most prestigious events. Responsibilities will include:

• Acting as the central coordination point for all event planning documentation, systems and scheduling
• Providing high-level executive support to the Head of Major Events, while assisting the broader Event Management team with administrative and project-based tasks
• Managing calendars, coordinating meetings, preparing agendas, recording minutes and following up on action items
• Driving accountability across multiple projects by maintaining timelines, task trackers and milestone reporting
• Overseeing the preparation, formatting and continuous improvement of operational documentation, including Event Orders, production schedules, kitchen and menu templates, run sheets and planning tools
• Managing and maintaining Monday.com boards, reporting dashboards and internal tracking systems to ensure visibility across all event projects
• Preparing executive reports, presentations and planning documentation using Microsoft Excel, PowerPoint and other business systems
• Coordinating the preparation and printing of event operations folders, briefing packs and other critical event materials
• Liaising professionally with clients, suppliers and internal stakeholders to ensure clear communication and alignment throughout the event lifecycle
• Supporting event delivery teams during bump-in, event operations and bump-out periods through document control, communications and administrative support
• Identifying process improvements and assisting with the implementation of more efficient systems and workflows
• Providing technical support and guidance to team members on Microsoft Office Suite, Monday.com and other internal platforms
• Supporting the onboarding and training of new team members in administrative systems, templates and procedures

About You

You are highly organised, proactive and thrive in a fast-paced environment where no two days are the same. You enjoy bringing structure to complex projects, have exceptional attention to detail and take pride in being the person who keeps everything running smoothly behind the scenes. You are confident working with senior stakeholders, managing competing priorities and navigating changing deadlines while maintaining professionalism and accuracy.

In addition the ideal candidate will have:

• 2+ years' experience in an Executive Assistant, Project Coordinator, Event Administrator or similar high-level administrative role
• Advanced organisational and time management skills, with the ability to coordinate multiple projects simultaneously
• Strong experience using project management and workflow platforms such as Monday.com, Trello, Asana or similar systems
• Intermediate to advanced Microsoft Excel skills, including formulas, conditional formatting, data management and reporting
• Advanced Microsoft Office Suite capabilities, particularly PowerPoint, Word and Outlook
• Exceptional written and verbal communication skills
• Strong stakeholder management skills and confidence interacting with senior leaders, suppliers and clients
• Proven experience managing documentation, scheduling, reporting and meeting administration
• A solutions-focused mindset with the ability to identify issues before they arise
• High attention to detail and a commitment to accuracy
• A professional, collaborative and adaptable approach
• The ability to work full-time from August 2026 through to April 2027, including weekends during peak event periods
• Full Australian working rights and a current driver's licence

This role would suit someone with an Executive Assistant, Operations Coordinator, Project Coordinator or Event Administration background who enjoys being the organisational hub of a high-performing team.

Why Join Us

Be part of one of Melbourne's most iconic major events. Work with a passionate, fast-paced, and fun-loving team. Use your strengths to elevate one of Australia's most prestigious event experiences. Grow your career in a supportive, high-performance environment.