Assistant Head of Tabletop

Ideal for someone with tabletop, TCG or RPG experience and leadership potential, this position provides hands-on involvement in both the behind-the-scenes planning and frontline event-day operations of one of SMASH!’s most interactive areas.

KEY RESPONSIBILITIES

The following responsibilities include but are not limited to:

Pre-Event Day Responsibilities:

  • Assist with creating and managing the tabletop game schedule.
  • Help recruit and communicate with GMs and volunteers.
  • Set up or support attendee sign-up systems.
  • Prepare and track supplies (e.g. dice, sheets, signage).
  • Contribute to layout and space planning
  • Create or gather info for game/session displays.
  • Attend team planning meetings.
  • Support safety, accessibility, and inclusion efforts.
  • Learn key lead tasks to provide backup if needed.
  • Assist in the general duties before the event
  • Coordinate and liaise with the Senior positions and take responsibility where required
  • Maintain regular contact with Deptartment Head via official channels
  • Able to work independently with clear instructions.

Event Days Responsibilities

  • Assist with setup of the tabletop gaming area.
  • Help check in and brief GMs and volunteers.
  • Monitor game sessions and manage sign-ups.
  • Support attendees with questions and game placement.
  • Address minor issues and escalate when needed.
  • Replenish supplies throughout the day.
  • Step in for the Head of Tabletop if required.
  • Step in for any Senior role if required
  • Maintain an inclusive and organized environment.
  • Assist with pack-down and clean-up.
  • Provide feedback for future improvements.
  • Maintain an open form of communication during the event with the Department Head.

Essential Skills , Knowledge, Experience, Qualifications

  • Reside in Sydney, Australia
  • Easily contactable via Email & Mobile phone
  • Proficiency in written English and a clear and friendly writing style
  • Require availability for both days of the convention and set up day/s
  • Ability to work long hours during the weekend of the event and work with a flexible, fast-paced schedule
  • Ability to work in a constantly changing and high pressure environment
  • Proactively handle and resolve any arising issues on the event day
  • Excellent time management and planning skills
  • Open to constructive feedback
  • Ability to take initiative for tasks and actions
  • Familiarity with convention or event operations and protocols.
  • Previous experience running or coordinating tabletop RPG, TCG or board game sessions.
  • No formal qualifications required, but relevant experience or certifications in event management, volunteer coordination, or gaming facilitation are a plus.

Desirable

  • Experience with digital tools for event management (e.g., scheduling software, sign-up platforms).
  • Marketing or social media skills to help promote sessions and tournaments.
  • Familiarity with anime-themed or indie tabletop RPG systems.
  • Understanding of diversity, equity, and inclusion principles in gaming communities.
  • Previous convention volunteering or staff experience, especially in gaming roles.
  • Experience mentoring or training new GMs or volunteers.
  • Background in community engagement or outreach.
  • Training in conflict resolution, first aid, or community safety is an advantage.
  • Formal event management or leadership certifications are a bonus.
  • Customer service experience
  • Conflict resolution skills
  • Public speaking confidence
  • Previous convention or volunteer experience

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