Are you passionate about creating exceptional event experiences and bringing complex projects to life? We are looking for a highly organized, detail-oriented Event Planner to join our Conference & Event Planning team. In this role, you will support the planning and execution of client-focused events ranging from executive meetings and conferences to networking events, hospitality programs, and other high-touch client experiences.
This is an excellent opportunity for an event professional with several years of event planning experience who thrives in a fast-paced, high-volume environment and enjoys managing event logistics from concept through completion. The ideal candidate is proactive, solutions-oriented, collaborative, and capable of managing multiple projects simultaneously while delivering a best-in-class experience for internal stakeholders, clients, and event attendees.
What You'll Do
- Plan, coordinate, and execute client events, conferences, meetings, hospitality programs, and executive experiences.
- Manage event logistics including venue coordination, registration, rooming lists, transportation, food and beverage, audiovisual requirements, event materials, and attendee communications.
- Develop and maintain detailed project plans and timelines to ensure successful event delivery.
- Partner closely with internal stakeholders, business leaders, marketing teams, vendors, and external partners to align event strategies with business objectives.
- Support onsite event execution, troubleshoot issues in real time, and ensure a seamless attendee experience.
- Monitor event budgets, track expenses, and identify opportunities for cost savings and efficiency.
- Collect and analyze post-event feedback and performance metrics to drive continuous improvement.
- Ensure compliance with company policies, procedures, and event management standards.
- Contribute to process improvements that enhance team efficiency and scalability.
What We're Looking For
- Minimum of two years related work experience.
- Undergraduate degree or equivalent combination of training and experience.
Preferred Skills & Experience
- Experience planning corporate meetings, conferences, executive events, hospitality programs, or client-facing events.
- Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously.
- Exceptional organizational skills and attention to detail.
- Proven ability to thrive in a fast-paced, high-volume environment with competing priorities.
- Strong written, verbal, and interpersonal communication skills.
- Professional presence and confidence interacting with executives, clients, and business partners.
- Ability to optimize processes, improve workflows, and drive operational efficiency.
- Proven ability to build strong cross-functional partnerships and collaborate across teams.
- Self-starter who takes initiative, anticipates challenges, and proactively develops solutions.
- Positive attitude, growth mindset, and commitment to delivering exceptional event experiences.
- Ability to travel up to 30% of the time preferred.
Special Factors
Sponsorship
Vanguard is not offering visa sponsorship for this position.
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.
