Assistant Event Planner

Islamic College of Melbourne; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Islamic College of Melbourne is seeking a proactive Full‑Time Assistant Event Planner to support planning, coordination and delivery of a wide range of College events in Tarneit, VIC.

Reporting to the Senior Event Planner, you will help with plans, bookings, suppliers, RSVPs and event day setup, contributing to well‑organised and engaging College events throughout the academic year.

Qualifications

• Strong organisational and time‑management skills.
• Excellent written and verbal communication abilities.
• Ability to work effectively as part of a team and take direction.
• Proficiency with Adobe Creative Suite (Photoshop, InDesign, Illustrator).
• Relevant qualification in event management, business, or administration preferred.
• Valid Working with Children Check or ability to obtain one.

Responsibilities

• Assist the Senior Event Planner in developing detailed plans for College events listed in the School Calendar.
• Coordinate event logistics, bookings, suppliers and RSVPs throughout the year.
• Support venue enquiries, deliveries, setup, and on‑site event day activities.
• Maintain event records, materials and documentation; monitor timelines and resources.
• Provide hands‑on support and collaborate with staff to ensure successful events.

Skills

Organisational skills

Time management

Written & verbal communication

Teamwork

Adobe Photoshop

InDesign

Illustrator

Education

Relevant qualification in event management or business/administration

Tools

Adobe Photoshop

InDesign

Illustrator

Job description

Islamic College of Melbourne – Tarneit VIC

The Islamic College of Melbourne (ICOM) is a thriving F–12 College in Tarneit, committed to excellence in education within a strong values-based environment. We are proud of our welcoming community, our focus on nurturing young minds, and the positive culture we foster among students and staff.

We are seeking an organised, enthusiastic and proactive Full-Time Assistant Event Planner to join our growing College.

We are an inclusive school and welcome applications from candidates of all backgrounds who are seeking a supportive and well-structured environment.

About the Role

Reporting to the Senior Event Planner, the Assistant Event Planner supports the planning, coordination and delivery of a wide range of College events throughout the academic year.

This is a hands-on role suited to someone who enjoys bringing events to life and working behind the scenes to ensure everything runs smoothly. From assisting with event plans and bookings to coordinating suppliers, preparing materials, managing RSVPs and supporting event‑day setup and delivery, the Assistant Event Planner plays an important role in creating well‑organised and engaging College events.

The role works closely with the Senior Event Planner and, where required, relevant College staff and leadership.

Key Responsibilities

Event planning and coordination

• Assist the Senior Event Planner in developing detailed plans for College events listed in the School Calendar.
• Support the organisation and coordination of event logistics throughout the school year.
• Assist with venue and facility enquiries, bookings and approval processes.
• Help coordinate event timelines, schedules, resources and requirements.
• Assist with the planning and coordination of ICOM Alumni reunion events.

Suppliers and logistics

• Assist with sourcing and liaising with suppliers and service providers.
• Coordinate deliveries, equipment, materials and other event requirements under the direction of the Senior Event Planner.
• Follow up with suppliers and relevant staff to help ensure event requirements are completed on time.
• Maintain accurate event information, records and documentation.

Event-day support

• Assist with event setup, delivery and pack‑down.
• Provide hands‑on support during College events to help ensure activities run smoothly.
• Assist with coordinating event logistics and responding to operational requirements as they arise.
• Support the Senior Event Planner in monitoring event delivery and gathering feedback following events.
• Work collaboratively with staff involved in College events.

Administration

• Manage RSVPs and assist with guest and attendee information.
• Prepare event materials, documentation and resources.
• Maintain event databases, records and relevant files.
• Assist with correspondence and other event‑related administrative tasks.
• Complete other event duties as directed by the Senior Event Planner.

What We’re Looking For

• Strong organisational and time‑management skills.
• Excellent attention to detail and the ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively as part of a team and take direction from the Senior Event Planner.
• Confidence communicating with staff, suppliers, families and other stakeholders.
• Strong administrative and computer skills.
• Proficiency in Adobe Photoshop, InDesign and Illustrator.
• Ability to remain organised and composed in a busy event environment.
• Willingness to provide hands‑on assistance with event setup and pack‑down.
• Previous experience in events, administration, hospitality, schools or a related environment would be highly regarded.
• Relevant qualification in event management, business, administration or a related field would be advantageous.
• Valid Working with Children Check, or ability to obtain one.
• Flexibility to attend and support College events outside normal working hours when required.
  

Child Safety

The Islamic College of Melbourne is committed to being a Child Safe organisation. ICOM has zero tolerance for child abuse and is committed to acting in children’s best interests and keeping them safe from harm. The College is committed to complying with relevant child protection laws and maintaining a child‑safe culture.

The Islamic College of Melbourne is committed to providing safe services. We have a zero tolerance approach to abuse. Our human resources and recruitment practices are strictly adhered to during the application, interviewing and selection process.

Applicants are advised that the Islamic College of Melbourne undertakes working with children checks, police record checks and reference checks to ensure that the College is recruiting the right people for our College.