Engagement Coordinator

The Sax Institute; Sydney; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

The Sax Institute is seeking an experienced administrator or events coordinator to support the Australian Prevention Partnership Centre. You will organise webinars, workshops, meetings and networks that connect researchers, policy makers and practitioners to drive practical, evidence-informed change.

Approximately 80–90% of the role involves administration and operational coordination, including scheduling, invitations, registrations, invoicing and attendance records across online and in-person

Qualifications

• Demonstrated experience managing detailed administrative processes with accurate records.
• Strong communication and interpersonal skills for diverse stakeholders.
• Highly organised with excellent time management and initiative.
• Ability to work independently and collaboratively in a dynamic environment.
• Experience coordinating stakeholder engagement activities and events with multiple stakeholders.
• Experience delivering online and hybrid events using digital engagement platforms.
• Proficient in CRM systems and Microsoft Office, including Teams and event tools.

Responsibilities

• Coordinating and delivering online and in-person events like webinars, workshops and meetings.
• Managing communications, including shared inboxes and stakeholder liaison.
• Maintaining stakeholder databases and CRM data quality (MS Dynamics).
• Preparing event communications and materials (invitations, programs, briefing notes).
• Supporting website updates and digital content related to events and engagement.
• Providing administrative, financial and coordination support to ensure smooth team operations.

Skills

Organisational skills

Strong communication

Time management

Independent & collaborative

Stakeholder liaison

Tools

MS Dynamics

Microsoft Teams

Event management tools

WordPress

Eventbrite

Canva

Job description

We bring together the broadest range of evidence, tools and methods, data, and trusted partnerships across governments, communities, services and academia.

We connect evidence, data and decision-makers to generate independent intelligence, support better decisions and create real-world impact for a healthier future for every generation.

Our people are collaborative, curious and purpose-driven. We value flexibility, inclusion and continuous learning, and we're united by a shared commitment to improving the lives of Australians.

The Australian Prevention Partnership Centre (Prevention Centre) is Australia’s leading national collaboration of researchers, policy makers and practitioners working together to prevent chronic disease. Established at the Sax Institute in 2013, the Prevention Centre supports practical, evidence-informed change by providing a coordinated voice, building capability and mobilising knowledge to strengthen and connect the prevention system.

About the role

This role will suit an experienced administrator or events coordinator who enjoys organising the details that bring people together.

Working with The Australian Prevention Partnership Centre (Prevention Centre), you will coordinate the practical delivery of webinars, workshops, meetings and networks connecting researchers, policy makers and practitioners.

Approximately 80–90 per cent of the role involves administration and operational coordination. This includes scheduling meetings, preparing and sending invitations, managing registrations and enquiries, maintaining contact lists, processing invoices and updating attendance records and databases after events.

You will manage several activities at different stages, each with its own deadlines and follow-up tasks. We are looking for someone who enjoys this work, takes ownership of the details and follows tasks through to completion.

While no two days are the same, your key responsibilities will include:

• Coordinating and delivering online and in-person events and engagement activities
• Managing communications and enquiries, including shared inbox coordination and stakeholder liaison
• Maintaining stakeholder databases and CRM systems (MS Dynamics), ensuring data quality and effective communication
• Preparing event communications and materials, including invitations, programs and briefing notes
• Supporting website updates and digital content related to events and engagement activities
• Providing administrative, financial and coordination support to ensure smooth team operations

About You

To be successful in this role, you will bring:

• Demonstrated experience managing detailed administrative processes, maintaining accurate records and completing follow-up tasks within agreed time frame
• Strong communication and interpersonal skills, with the ability to build effective relationships with diverse stakeholders
• Highly organised with excellent time management, problem-solving skills and initiative
• Ability to work both independently and collaboratively in a dynamic environment
• Demonstrated experience coordinating stakeholder engagement activities, events and programs involving multiple stakeholders
• Experience delivering online and hybrid events using digital engagement platforms
• Proficient in CRM systems, databases and Microsoft Office, including Teams and event management tools
• Experience working in the health, research, government or not-for-profit sectors would also be highly regarded as would experience using tools such as Microsoft Teams, Miro/Mural, Canva, Slido, WordPress, Eventbrite, Campaign Monitor, Dynamics 365.

For a confidential discussion about the role, please contact Jennie Smiedt at *************@saxinstitute.org.au

Applications will be assessed as they are received.

The Sax Institute is an Equal Opportunity Employer and encourages applications from people of diverse backgrounds.