About Us

We are a professional conference and event management company delivering high calibre conferences and corporate events across Australia. Our work includes detailed planning, budgeting, speaker management, supplier coordination and on-site execution. We are looking for a proactive, detail oriented Virtual Assistant to support us with budgeting, admin and project management tasks.

Key Responsibilities

1. Conference Budgeting

• Build and maintain detailed event budgets (venue, catering, AV, travel, speakers, sponsorship, etc.).

• Track and reconcile expenses, invoices and payments.

• Prepare weekly budget reports, highlight cost variances and suggest savings.

• Support sponsorship and registration financial tracking.

2. Administrative & Email Support

• Manage inboxes, flagging priorities and drafting replies.

• Schedule meetings and manage calendars (across time zones).

• Prepare and format documents, spreadsheets and presentations.

• Maintain organised digital filing systems (Google Drive, Canva).

3. Project Management Support

• Maintain event checklists and run sheets.

• Track tasks, deadlines and supplier deliverables.

• Assist with speaker communication (bios, headshots, presentations).

• Provide research support (venues, suppliers, pricing comparisons).

Skills & Experience

• Prior VA or project management experience (events industry experience highly valued).

• Strong skills in budget management, spreadsheets (Excel/Google Sheets), and reporting.

• Excellent written and spoken English.

• Familiarity with event platforms (Monday.com, Humanitix, Entegy) is a plus.

• Proactive, detail oriented and able to work independently.

• Ability to deliver work quickly and accurately the first time.

Tools We Use

• Google Workspace (Docs, Sheets, Drive, Gmail, Calendar)

• Canva (basic design, documents, social assets)

• Project Management: Monday.com / Excel

• Event Platforms: Entegy (support provided if needed)

What We Offer

• Long term, stable role with opportunities to grow.

• Training and guidance on conference specific processes.

• Competitive pay (we are happy to pay above market for reliability and quality).

• Flexible work hours overlap in Australian time zones is required.

Application Instructions

When applying, please include:

1. Your relevant experience with conference/event support or budgeting.

2. Examples of past work (e.g., budget templates, reports, or project checklists).

3. Your availability (hours per week).

4. Expected monthly salary (in AUD or USD).