Events & Conferences Senior Specialist (Morning Shift)

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Job Description

Job Brief:  

The role is responsible for managing the calendar of Australian and New Zealand client events and conferences, and partnering with marketing advisors to confirm priorities, timelines, and delivery requirements across the program. The role is also expected to independently manage end-to-end delivery for assigned events and conferences, applying sound judgment to coordinate stakeholders, ensure governance and quality standards are met, and resolve issues as they arise. The role also monitors outcomes and event performance data and provides practical recommendations to improve future planning and execution, contributing to consistent, high-impact client engagement across ANZ.

Responsibilities & Duties  

• Partners with marketing advisors from ANZ to define and maintain the annual portfolio of client events and conferences, confirming scope, priorities, timelines, and success measures. 

• Develops and implements event delivery plans and standardized procedures to enable consistent execution, governance, and stakeholder alignment across the event lifecycle. 

• Owns end-to-end coordination and delivery of assigned client events and conferences (in conjunction with relevant marketing advisors), exercising independent judgment to resolve issues and ensure quality outcomes, including: 

• Approvals and relevant forms 

• Assisting with abstracts and submissions (if necessary) 

• Management of attendees 

• Registrations 

• Payments and invoices 

• Calendar invitations and relevant scheduling 

• Event briefs and relevant briefing sessions 

• Updating of trackers and relevant Teams sites 

• Liaising with the graphics team for support as necessary 

• Managing invitation process and RSVPs 

• Post-event evaluation and reports 

• Event/conference budget management 

• Analyzes event and conference performance data (e.g., attendance, engagement, cost, outcomes) and translates insights into clear, actionable recommendations to optimize future planning, targeting, and execution. 

• Support in developing and maintaining reporting outputs (dashboards/trackers and summary reports) to provide timely visibility to stakeholders. 

• Liaise with external suppliers, conference organisers and industry partners on behalf of AECOM. 

• Maintain relevant SharePoint material. 

• Creates and maintains client databases with appropriate governance and quality controls to support segmentation, invitations, follow-up, and reporting needs across the program. 

• Partners with the ANZ Communications team to draft event-related social media copy aligned to approved messaging, anticipating stakeholder needs and supporting consistent, on-brand storytelling. 

• Address critical and unique concerns with the guidance of manager for timely resolution of escalated issues. Identify risks and propose ways to prevent occurrence of similar issues and concerns. 

• Maintain SOP of current processes and incorporate documentation updates as required. 

• Perform complex tasks in compliance with service level agreement, process, policies, and procedures. 

• Work with manager to develop process improvement initiatives to streamline processes, improve customer experience, and increase productivity. 

• Develop and prepare reports, analyses, and presentations for periodic and ad hoc requirements. 

• Lead and support key projects and activities. 

• Provide guidance and expertise to junior members of the team in completing and performing assigned processes. 

Qualifications

Minimum Requirements:   

• Bachelor’s degree in Marketing, Communications and related discipline, or equivalent experience in business-to-business marketing, public relations, and project management.

• At least five (5) years of experience in managing conferences.

• Highly effective written and oral communication skills. 

• Advanced proficiency in MS Office tools.

• Experience in SharePoint and/or Salesforce CRM is an advantage. 

• Experience in taking briefs, following processes and procedures. 

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

About AECOM  

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options ,  well-being resources, employee assistance program, business travel insurance, and service recognition awards.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

What makes AECOM a great place to work  

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community—where you have the freedom to grow in a world of opportunity. 

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.