Part Time Event Executive

• 3 days of 8hrs or 4 days of 6hrs.

Job Introduction

Behind every memorable wedding is someone making sure the details are in place.

Heritage Portfolio is looking for a part-time Event Executive to provide the organised, reliable administrative support that helps bring exceptional celebrations to life at

As a busy destination wedding venue, celebrations at Dundas can extend beyond the wedding day, from rehearsal dinners to farewell breakfasts. Supporting our Lead Event Designer, you’ll help keep every element on track, updating table plans, recording dietary requirements, preparing invoices and making sure changes are communicated clearly. You’ll take pride in keeping information accurate, following up outstanding tasks and ensuring the team has what it needs to deliver a seamless experience.

This role would suit someone who enjoys administration, brings a calm and methodical approach, and finds satisfaction in a well-organised working week. You’ll be comfortable responding to changing plans, communicating with clients and colleagues, and taking ownership of the detail. Whether you’re returning to work or looking for a part-time opportunity that makes good use of your existing skills, you’ll play a valued role in a close-knit events team.

Working

24 hours per week
, with flexibility over how those hours are arranged, you can be based at

Dundas Castle or our North Fort Street office
. This is an on‑site role, and a

full driving licence and access to a car are essential for travel to the venue as required.

What You’ll Do:

• Coordinate event planning details, ensuring client requirements are accurately recorded and communicated to all departments and suppliers.
• Provide attentive, personalised client service throughout the planning process, responding promptly to queries and finding creative solutions to their requirements.
• Prepare client contracts and ensure signed terms and conditions are received and recorded.
• Prepare deposit and prepayment invoices, allocate payments to the correct events and follow up outstanding balances to minimise aged debt.
• Maintain accurate event packages, diary entries and booking information for provisional and confirmed events.
• Work with the Lead Event Designer to review bespoke food and beverage requirements and ensure events are priced correctly.
• Use Thynk and Event Wizard to maintain complete, up to date event plans, ensuring all departments have the information needed for delivery.
• Support operational delivery at events and other Heritage Portfolio venues as required, maintaining service standards and working within venue contractual agreements.

What You Bring:

• Experience in administration or a coordination role, with the ability to keep records accurate and tasks on track.
• Strong organisational skills and attention to detail, with confidence managing changing priorities and deadlines.
• Excellent written and verbal communication skills, with a friendly and professional approach to clients, colleagues and suppliers.
• Confidence working with figures, processing invoices and following up payments.
• Good IT skills and a willingness to learn event planning and payment systems, including Thynk, Event Wizard and Freedom Payment.
• A proactive and reliable approach, taking ownership of tasks and seeing them through to completion.
• A positive, flexible attitude and willingness to support the wider team with event delivery when required.
• A full driving licence and access to a car for travel to the venue as required.

What we offer:

Working with Sodexo is more than a job; it’s a chance tobe part of something greater.

You’ll belong in a company and team that values you foryou;you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own  addition, we…