GRACE RUGANIZA
Melbourne,VIC
Summary
Results-driven event planner with 5 years of experience coordinating and executing successful events. Skilled in vendor management, event coordination for larger parties and gatherings, building strong client relationships, and community development. Adept at performing face-to-face meetings to finalize contracts, resolving issues, and effectively communicating with stakeholders. Demonstrated ability to work collaboratively with event staff to ensure seamless event execution and strong project management skills.
Overview
11
11
years of professional experience
Work History
Event Planner
Q Events By Metropolis
12.2022 - Current
- Coordinate with vendors, negotiate contracts, and ensure services align with event requirements.
- Meticulously manage event coordination for larger parties and gatherings, including venue setup, logistics, and overall event flow.
- Conduct face-to-face meetings with clients to finalize contracts and ensure mutual agreement on terms and exceptional customer service.
- Correspond with clients to answer questions, provide information, and proactively resolve issues for high client satisfaction.
- Establish and nurture working relationships with clients, organizing events that exceed their goals and expectations.
- Confer with event staff at the event site, ensuring effective communication and coordination among stakeholders.
- Stay updated on industry trends and best practices to deliver innovative event experiences.
- Collaborate with cross-functional teams to align event strategies with overall business objectives.
- Manage event budgets, track expenses, and identify cost-saving opportunities while maintaining quality.
- Provide leadership to resolve event-related challenges, staying calm under pressure and adapting quickly.
- Coordinate schedules and timelines for events.
- Manage administrative logistics of event planning, booking, and promotions.
- Interview clients to understand event scopes, establish budgets, and determine timelines.
- Coordinate various event vendors and participants during rehearsals and events.
- Evaluate existing plans, processes, and services to identify opportunities for improvement.
Event Planner
Favé Events
07.2019 - Current
- Supervised over 40 helpers and co-workers.
- Performed event coordination for larger parties and gatherings.
- Evaluated and selected service providers and vendors according to customer requirements.
- Coordinated schedules and timelines for events.
- Brainstormed and implemented creative event concepts and themes.
- Performed face-to-face meetings to finalize contract for services and event details.
- Hired, trained and supervised volunteers and support staff required for events.
- Developed post-event reports to determine effectiveness of each event.
- Inspected event facilities to confirm conformance to customer requirements.
- Created and maintained event expenditures, budgets and timelines in job-related software.
- Consulted with customers to determine objectives and requirements for events.
- Corresponded with clients to answer questions and resolve issues.
- Conferred with event staff at event site to coordinate details.
- Communicated with catering, lighting and sound companies to obtain price quotes.
- Established working relationships with clients by organizing various events.
- Managed event logistics and operations.
- Worked closely with couples to meet wedding goals, maintain deadlines and resolve complaints or service issues.
- Arranged availability of audio-visual equipment, transportation and displays for various types of events.
- Attended conferences and events to stay up-to-date with industry trends and planning standards
Events Officer ( Contract)
City Of Belmont ( Local Government)
03.2022 - 12.2022
- Adapted quickly, learning new skills and improving efficiency.
- Carried out daily duties accurately and efficiently.
- Demonstrated respect, friendliness, and willingness to help.
- Worked flexible hours, including nights, weekends, and holidays.
- Liaised with stakeholders, ensuring compliance and providing feedback for future events.
- Assisted in developing and reviewing the annual calendar of community events.
- Developed, implemented, and monitored event management processes and procedures.
- Collaborated with PR and Stakeholder Engagement Department for advertising and sponsorship opportunities.
- Maintained customer-focused service, responding to correspondence promptly.
- Ensured compliance with standards, policies, and regulatory guidelines for a safe working environment.
- Thrived in fast-paced environment, meeting tight deadlines.
- Oversaw event operations, resolved issues, and trained team members and volunteers.
- Researched vendors, coordinated event logistics, and managed setup and teardown.
- Developed and maintained a year-round event calendar, increasing brand awareness and engagement.
- Established clear objectives for events, tracked results, and measured impact.
- Created marketing plans, grew event revenue, and partnered with hotels and facilities.
- Managed event center's online presence and improved event communications.
- Handled administrative logistics of event planning, booking, and promotions.
- Supervised onsite teams and provided support to senior leadership.
- Organized meeting logistics, took detailed notes, and disseminated information.
- Cultivated relationships with wedding suppliers for best products and pricing.
- Conducted onboarding for new temporary employees.
NDIS Data Reporting Officer
Amana Living Head Office
08.2019 - 03.2022
- Collected and managed data on the use of restrictive practice.
- Developed and managed of database for restrictive practice.
- Prepared and monitored ongoing incident reports to the NDIS Commission.
- Kept abreast of new restraints requiring additional reporting.
- Provided administrative support for panel meetings including preparation and circulation of minutes and writing outcome summary reports.
- Applied new learnt skills to daily tasks to improve efficiency and productivity.
- Identified issues, analyzed information and provided solutions to problems.
- Managed documents by organizing forms, making photocopies, filing records, preparing correspondence and creating reports.
- Formulated techniques for quality data collection to meet expected adequacy, accuracy and legitimacy targets.
- Performed systems and data analysis using variety of computer languages and procedures.
- Led projects and analyzed data to identify opportunities for improvement
- Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting
- Used critical thinking to break down problems, evaluate solutions and make decisions
- Completed paperwork, recognizing discrepancies and promptly addressing for resolution
Assistant Educator
Australian Institute Of Spoort Caretaker's Cottage
05.2017 - 07.2019
- Engaged and entertained children through recreational and educational activities.
- Assisted teachers with classroom management and document coordination to maintain positive learning environment.
- Set up visual aids, equipment and classroom displays to support teacher's lesson delivery.
- Supervised children during in-classroom activities and on playground.
- Collaborated with tree teachers to promote appropriate care and education for 20 children.
- Communicated with parents to inform about child's progress and classroom behaviour.
- Interacted with children one-on-one and in small groups to enhance and support learning activities.
- Maintained classrooms by disinfecting and sterilizing surfaces and toys.
- Delivered clear, concise instructions to children to aid in each student's decision-making.
- Supported children's social and emotional development by encouraging understanding of others and positive self-concepts.
- Cleaned, organized and restocked classrooms for upcoming classes.
- Prepared reports and maintained administrative records.
- Helped teacher prepare instructional material and displays.
- Enforced rules and instructions to maintain discipline.
- Stepped into non-classroom environments such as libraries to help staff manage demand.
- Demonstrated specific skills and activities for students to improve understanding and take excess workload off teachers.
- Maintained and operated classroom equipment to maximize use and lifespan.
Team Member
Woolworths Limited
01.2013 - 04.2017
- Answered questions about store policies and addressed customer concerns.
- Stocked, tagged and displayed merchandise as required.
- Processed customer refunds and exchanges according to established guidelines.
- Reconciled cash drawer at start and end of each shift, accounting for errors and resolving discrepancies.
- Operated cash register for cash, check and credit card transactions with excellent accuracy levels.
- Mentored new team members on sales software system operation.
- Worked closely with shift manager to solve problems and handle customer concerns.
- Replenished sales floor merchandise and organized shelves, racks and bins for optimal appearance.
- Tallied cash drawer at beginning and end of each work shift.
- Addressed customer needs and made product recommendations to increase sales.
- Provided friendly service and assistance to clients promote customer loyalty, satisfaction and sales.
- Checked personal identifications during alcohol and tobacco sales.
- Worked flexible schedule and extra shifts to meet business needs.
- Maintained secure cash drawers, promptly resolving discrepancies in daily totals.
- Maintained customer satisfaction with quick and professional handling of product returns.
- Resolved customer complaints and maintained clean and tidy checkout area.
- Developed strong customer service and product knowledge skills to enhance individual and team performance
Education
Bachelor of Arts ( Community Development ) -
Murdoch University
Perth, WA06.2022
Diploma of Early Childhood Education And Care -
Canberra Institute of Technology
Canberra, ACT11.2018
Diploma of Community Cervices & Disability -
Quest Training Solutions
Canberra, ACT02.2016
High School Diploma -
Coffs Harbour High School
Coffs Harbour, NSW11.2015
Skills
- Staff management
- Issue resolution
- Employee performance evaluations
- Recruiting and interviewing
- Training and development
- Cost control
- Employee scheduling
- Leadership
- Customer needs understanding
- Event supervision
- Microsoft Excel
- Billing and payment processing
- Efficient and detail-oriented
- Data entry and maintenance
- Administration and reporting
- Sales and marketing
- Project management
- Requirements gathering
- Contractual obligations
- Event Execution
- Client Requirements
- Event Staffing
Timeline
Event Planner
Q Events By Metropolis
12.2022 - Current
Events Officer ( Contract)
City Of Belmont ( Local Government)
03.2022 - 12.2022
NDIS Data Reporting Officer
Amana Living Head Office
08.2019 - 03.2022
Event Planner
Favé Events
07.2019 - Current
Assistant Educator
Australian Institute Of Spoort Caretaker's Cottage
05.2017 - 07.2019
Team Member
Woolworths Limited
01.2013 - 04.2017
Bachelor of Arts ( Community Development ) -
Murdoch University
Diploma of Early Childhood Education And Care -
Canberra Institute of Technology
Diploma of Community Cervices & Disability -
Quest Training Solutions
High School Diploma -
Coffs Harbour High School
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