Project Executive ( Outdoor Events)

Project Executive - Outdoor Events

Company Overview

KIN is a sports events delivery specialist, delivering major sporting and live events. We offer hands-on exposure to complex event environments and opportunities to grow through the delivery of high-profile projects.

Job Summary

We are seeking a hands-on Project Executive to support the planning, coordination and delivery of outdoor events.

Working closely with Project Managers and project teams, you will be involved throughout the project lifecycle, from planning and site preparation to event execution, dismantling and close-out. This role is suited for someone who is organised, resourceful, good in communications and comfortable working in a fast-paced, on-site event environment.

Responsibilities

Project Coordination & Event Delivery

• Support the planning and delivery of event projects from pre-event preparation through on-site execution and post-event close-out
• Assist in preparing and maintaining project timelines, work schedules, budgets, checklists and project documentation
• Track project milestones, deliverables and action items and follow up with relevant parties
• Proactively keep the Project Manager and project team updated on progress, outstanding actions, changes, delays and issues that may affect project delivery
• Coordinate vendor quotations, purchase requirements, project expenditure and supporting documentation
• Assist Project Managers in identifying project risks, operational issues and potential delays
• Provide hands-on support during event build-up, event days and dismantling
• Maintain accurate project records, reports and close-out documentation

Site & Outdoor Event Operations

• Coordinate on-site activities for outdoor events, including mobilisation, installation, event operations and dismantling
• Support the coordination of temporary event infrastructure such as tents, structures, grandstands, flooring, fencing, power, lighting, signage, cabins and back-of-house facilities
• Coordinate with contractors and suppliers on delivery schedules, site access, installation and dismantling requirements
• Conduct site checks and monitor work progress against agreed schedules and requirements
• Assist in resolving operational, logistical and site-related issues during project delivery
• Ensure instructions, site requirements and changes are communicated promptly to relevant parties

Stakeholder & Vendor Coordination

• Coordinate with Project Managers, internal teams, clients, venues, contractors, suppliers and other event stakeholders
• Attend project and site meetings, prepare meeting notes and follow up on action items
• Maintain regular communication with vendors and contractors to ensure timely delivery
• Escalate delays, risks and critical issues promptly to the Project Manager

Requirements

• Diploma or Degree in Events Management, Project Management, Business or a related discipline
• 1 to 3 years of relevant experience in events, sports events, live events or project coordination preferred
• Experience supporting or delivering outdoor events is strongly preferred
• Good organisational, coordination and time-management skills
• Able to manage multiple tasks and deadlines in a fast-paced project environment
• Confident working with vendors, contractors and different stakeholders
• Resourceful, hands-on and able to respond effectively to changing on-site situations
• Comfortable working outdoors and on-site during event build-up and dismantling
• Able to work outside normal office hours, including weekends and public holidays, when required for event delivery

What You Will Gain

This role provides hands-on exposure to the full lifecycle of major sporting and outdoor events, with opportunities to develop your project management capabilities and progress towards managing projects independently.