Tabletop RPG Assistant

KEY RESPONSIBILITIES

The following responsibilities include but are not limited to:

Pre-Event Day Responsibilities:

Develop and manage the tabletop RPG programming schedule, including one-shots, campaigns, and beginner-friendly sessions.
Recruit, onboard, and support a team of volunteer Game Masters.
Work closely with the Gaming and Marketing teams to integrate RPG events with the broader convention schedule.
Liaise with publishers, exhibitors, and special guests (e.g., RPG designers, voice actors) for potential collaborations or special sessions.
Ensure all games follow SMASH! community guidelines and create a safe, inclusive space for attendees.
Oversee logistics such as area layout, RPG materials (maps, dice, character sheets), and attendee sign-ups.
Provide on-site leadership and troubleshooting during the convention weekend.
Gather post-event feedback from players and GMs to improve future years
Maintain regular contact with Deptartment Head via official channels
Able to work independently with clear instructions.

Event Days Responsibilities

Check in GMs and volunteers, brief them on the day’s schedule and responsibilities.
Ensure all materials (character sheets, dice, pens, etc.) are prepped and available.
Manage the game schedule and coordinate RPG session start/end times.
Support attendee sign-ups, walk-ins, and general inquiries.
Monitor gameplay areas to ensure sessions are running smoothly and on time.
Handle issues such as no-show GMs, player conflicts, or supply shortages.
Liaise with guests or exhibitors hosting RPG sessions, ensuring they have support.
Maintain a clean, inclusive, and accessible environment throughout the day.
Lead pack-down and debrief, collecting feedback from GMs and volunteers
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
Solid knowledge of a variety of RPG systems (e.g., D&D, Pathfinder, indie games) and session formats
Ability to keep sessions running on schedule and ensure smooth turnover between games

Desirable: