Events Marketing Coordinator

at  Massey University

Job Description: Events & Marketing Coordinator
Position Purpose: The Events and Marketing Coordinator is responsible for supporting the
Events Manager in planning, coordinating, and marketing various events,
including weddings, conferences, and catered events across Massey
University’s booking spaces, primarily Wharerata and the Refectory, to
ensure seamless event experiences that meet the needs and expectations
of clients. The position supports event planning, marketing initiatives,
and client communication, and contributes to the success of events and
activities at Wharerata and the Refectory, Massey University, Palmerston
North.
Department: Estates Management - Commercial Services
Location: Palmerston North
Reports to: Events Manager
Responsible for: Casual Event Staff
Delegations: Nil
Job Title: Coordinator – Events
Key relationships: Internal External
VC, DVCs, and PVCs Corporate Partners (including local
Heads of Schools/Institutes and central government)
Colleges and Departments Institutional Partners
SLT Office Key Stakeholders
Finance Suppliers
Governance and Risk Clientele
Information Technology Services
Café Operating Manager
SEC Operating Manager
Clientele - internal
Casual staff pool
Other Event Coordinators
Other University Staff
Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.
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We are deeply committed to being a Te Tiriti-led university,
demonstrating authentic leadership in contemporary Aotearoa New
Zealand as we uphold Te Tiriti o Waitangi, the founding document of our
nation, and its principles through our practice. We embrace this not just
as an obligation but as a real opportunity for the nation and its people.
Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons and prepares them to
contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.
We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded
on respect, trust and mutual benefit. Massey is not only defined by what
we do, but by how we do it.
About this area The Estates Management team is focused on maintaining and operating
the amenities, buildings and grounds of Massey’s three campuses. It also
runs the Capital Projects (building related) for these campuses. The team
is made up of about 120 members who all play vital roles in ensuring a
positive student and staff experience. This role supports teaching and
research outcomes by ensuring that the Campus facilities and services
meet the needs of the University community. As part of Estates
Management, Commercial Services (also known as Massey Venues) is
tasked with the development and operational implementation of
Hospitality and Retail strategies across all three Massey University
Campuses. The catering team is responsible for the inhouse Cafés and the
catering of all internal and external events, conferences, and special
occasion celebrations.
Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement

with external stakeholders, giving expression to Tikanga Māori and protocols that
demonstrates that we respect and value Māori conventions in appropriate settings.
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At Massey we work together with mutual respect and caring. we:

• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach.
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Keep ourselves and others safe; work together to embrace with the University’s health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. we:

• Take ownership and responsibility for delivering results to support achievement of University

objectives.

• Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development.

• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

Accountabilities
Customer Relations  Provide guidance, knowledge and support in event planning,
and Service Delivery organisation, delivery and execution. This includes advice on
venue selection, logistical arrangements, programme
development, and overall event management, to ensure
successful outcomes for clients and stakeholders.
 Provide professional service delivery for all aspects of all functions
and events, with particular attention to the customers’ needs.
 Be involved in establishing the customer’s requirements prior to
the event and ensuring all agreed expectations can be met and
stock is in place in sufficient quantities for a complete service.
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
When directed, undertake the complete management of a
function or event from the enquiry stage and onsite set-up, and
event coordination, to account management and invoicing.
 Liaise with clients to understand their event requirements and
preferences, providing exceptional service throughout the
planning process.
 Fulfil all aspects of proactive Host responsibility in a manner that
does not spoil the satisfaction of the customer but still upholds
the legal requirements of the operation.
 Ensure prompt, professional communication with clients and
responses to enquires for potential functions and events, meeting
and liaising with them to assess their needs and expectations,
resulting in positive and profitable sales outcomes.
 Receive complaints and accolades in a professional manner and
consult with the Events Manager where significant action is
required.
 Serve as a point of contact for clients, addressing inquiries,
providing information, and ensuring clear communication
throughout the event planning process.
Staff Management  Oversee and support the casual staff pool, including training and
performance assessment, feedback and management.
 Delegate tasks, provide guidance, and foster a collaborative and
productive work environment to achieve team goals.
 Collaborate closely with the Events Manager and other team
members to ensure cohesive event planning and execution.
 Support other team members as needed to achieve departmental
goals and objectives.
Administration  Ensure efficient administrative processes, including contract
management, invoicing, and record-keeping.
 Provide administrative support to the Events Manager, including
maintaining event databases, tracking bookings, and preparing
reports as needed.
 Assist in budget management, invoice processing, and financial
tracking for events and marketing activities.
Marketing & Social  Assist in developing and implementing marketing strategies to
Media promote events and attract clients, utilising various channels such
as social media, email marketing, and print materials.
 Create compelling event marketing materials, including digital and
print collateral, to effectively communicate event details and
benefits to potential attendees.
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Venue Management &  Coordinate venue bookings, setup, and teardown for events
Event Coordination across Massey University’s spaces, including Wharerata and
Refectory.
 Ensure all venue requirements are met, including technical
equipment, catering, and decor, to create memorable event
experiences.
 Coordinate communication and logistics between key
stakeholders for events including, but not limited to, caterers,
beverage providers, décor providers, casual staff and
groundskeepers/security to ensure seamless delivery of events.
Qualifications and Experience
Qualifications: Degree in Event Management, Hospitality Management, Business
Administration, Marketing, Communications, or a related field or Professional
certifications in event planning or project management (preferred)
Experience &
Availability:  Prior experience in event coordination, marketing, or related roles.
 Experience working in a university or educational institution setting,
understanding academic and institutional event requirements.
 Event coordination experience, previous experience in coordinating
events, preferably including weddings, conferences, or catered events.
 Proven marketing support experience in providing support for
marketing initiatives, including developing promotional materials,
managing social media campaigns, or assisting with advertising efforts.
 Administrative experience, including tasks such as maintaining
databases, tracking bookings, preparing reports, and managing
budgets. Ability and willingness to work flexible hours, including
evenings and weekends, as needed.
 Proven organisational abilities, attention to detail, and ability manage
multiple tasks and priorities concurrently.
Capabilities - Behaviour
Working Together  Collaborates effectively with the Events Manager, venue staff, vendors,
and other team members to coordinate events and marketing
Essential activities.
 Supports colleagues and contribute to a positive team environment by
sharing ideas, offering assistance, and fostering open communication.
Organisational  Demonstrates leadership in organising and coordinating event logistics,
Leadership ensuring all aspects of event planning and execution are handled
efficiently.
Essential  Takes initiative in managing administrative tasks and supporting
marketing efforts, displaying leadership qualities in achieving shared
objectives.
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
Builds engagement and collaborations within department / functional
area that aligns with the University’s goals.
 Adapts to changing circumstances and requirements, adjusting plans
and strategies as needed to achieve desired outcomes.
Communication  Communicates effectively with clients, vendors, and team members,
conveying information clearly and professionally in both written and
Essential verbal forms.
 Listens actively to understand the needs and preferences of clients and
stakeholders, responding promptly and courteously to inquiries and
requests.
 Manages client relationships with professionalism and responsiveness,
striving to exceed expectations and deliver exceptional service.
Continuous  Embraces innovation and creativity in marketing strategies and event
Transformation planning approaches, contributing to the continuous improvement and
evolution of practices.
Essential  Adapts to changing circumstances and requirements, remaining
flexible and proactive in implementing new ideas and solutions.
Priority Setting  Prioritises tasks and responsibilities effectively, focusing on activities
that contribute most to the success of events and marketing initiatives.
Essential  Manages time and resources efficiently, balancing competing demands
and deadlines to maximize productivity and outcomes.
 Works effectively in a fast-paced, team-oriented environment,
managing multiples tasks and priorities concurrently.
Service Excellence  Demonstrates a commitment to delivering exceptional service to
clients, ensuring their needs and expectations are met with
Essential professionalism and attention to detail.
 Strives to exceed client satisfaction by going above and beyond in
providing personalized and memorable experiences throughout the
event planning process.
 Displays a service excellence mindset, commitment to delivering
service excellence, client satisfaction and positive experiences
throughout the event planning, delivery, and post-delivery processes.
Delivering Results  Strives for excellence in all aspects of event coordination and
marketing support, consistently delivering high-quality results that
Essential meet or exceed expectations.
 Demonstrates accountability and responsibility for assigned tasks,
ensuring deadlines are met and objectives are achieved in a timely
manner.
 Identifies issues, troubleshoot problems, and implements effective
solutions in a fast-paced event environment.
Capabilities - Technical
Event  Demonstrates proficiency in using event management software such
Management as Cvent, Eventbrite, or similar platforms to manage event registration,
Software attendee communication, and logistics planning.
 Effectively manages event logistics, coordinates vendors, and ensures
Essential smooth event execution.
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
Demonstrates proficiency in budget management and financial
analysis.
Applications  Proficiently uses marketing tools and platforms, including email
Software & marketing software (e.g., Mailchimp), social media management tools
Technology (e.g., Hootsuite), and analytics platforms (e.g., Google Analytics).
 Proficiently uses Microsoft Office applications such as Word, Excel, and
Essential PowerPoint for creating event proposals, budgets, reports, and
marketing materials.
 Proficiently maintaining event databases and client information using
tools such as Microsoft Excel or dedicated CRM (Customer Relationship
Management) software.
 Demonstrates working familiarity with graphic design software, such as
Adobe Photoshop or Canva, for creating visually appealing event
materials and marketing collateral.
 Competently uses communication tools such as email, instant
messaging platforms (e.g., Slack), and video conferencing software
(e.g., Zoom) to facilitate collaboration and communication with team
members and clients.
 Demonstrates a working understanding of website management
platforms, such as WordPress or Squarespace, for updating event
information, posting blog posts, and managing online registrations.
 Demonstrates familiarity with financial software or tools for budget
management, expense tracking, and invoice processing, such as
QuickBooks or similar accounting software.
 Demonstrates knowledge and familiarity of audiovisual equipment,
lighting, and other event technology/tools used for presentations and
entertainment, to ensure effective use during events.
 Understands and engages with various social media platforms (e.g.,
Facebook, Instagram, LinkedIn) and their functionalities for promoting
events, engaging with attendees, and driving audience participation.
Pre-employment checks
Pre-employment checks:  Requirement to pass a Criminal and Traffic Convictions (Security)
Check performed by the Ministry of Justice.
 Requirement to pass a Credit History and No Asset Procedure (NAP)
Essential Credit History Check performed by Equifax.
 Requirement to pass a Qualifications Validation Check.

Please refer the Job description for details