Event Coordinator

AMA NSW; Sydney; On-site; AUD 55,000 - 75,000; Full time

Job summary

AMA NSW is seeking an energetic Event Coordinator to manage the annual events calendar and deliver a diverse program of live and online events. You will drive logistics, budgeting, content creation and participant experience while supporting the membership team with excellent service.

The role requires occasional after-hours work and offers a dynamic environment in a not-for-profit setting, located in Sydney with exposure to venues and partners across the network.

Qualifications

• Experience coordinating events that are well planned, executed and within budget.
• Strong organisational and communication skills.
• Ability to work across departments and with external venues.
• Experience in a membership or not-for-profit organisation is desirable but not essential.

Responsibilities

• End to end management of in person and online events.
• Liaison with event venues, vendors, exhibitors and stakeholders.
• Event logistics including registration, ticketing, catering, AV, name tags, run sheets and travel arrangements.
• Management of event budgets and monitor and report on expenditure.
• Coordination of event quotes and invoice payments.
• Design and development of promotional and content material for each event.
• Promotion of AMA NSW at events through consistent branding on banners, signage and materials.
• Measurement of event success and identification of opportunities for improvement through feedback.

Skills

Event coordination

Budget management

Stakeholder management

Communication

Time management

Education

Marketing/Communications/Event management

Tools

EventsAir

Job description

The Australian Medical Association (NSW) is the leading professional association representing doctors and medical practitioners across New South Wales.

As a not for profit membership organisation, we advocate for the medical profession and support our members through workplace relations advice, professional services, education, advocacy and member benefits.

Based in St Leonards, our office is conveniently located within walking distance of both St Leonards Train Station and the Metro.

About the Role

The Event Coordinator is responsible for the annual calendar of events. This is a busy hands-on role where you will plan and deliver a diverse program of events managing all events logistics, overseeing budget and expenditure, developing event related content and collecting and analysing feedback on each event. You will also assist the membership team in providing excellent customer service to our members. This role will require occasional work outside normal business hours.

Why Join AMA NSW?

Work in a busy and varied role delivering a high-quality event experience for participants

Build strong relationships and work closely with people across all areas of the organisation

Take ownership of event delivery and drive improvements

Make a visible impact to our members and enhance member engagement

Join a collaborative, supportive and purpose driven team

Key Responsibilities

End to end management of in person and online events

Liaison with event venues, vendors, exhibitors and stakeholders

Event logistics including registration, ticketing, catering, AV, name tags, run sheets and travel arrangements

Management of event budgets and monitor and report on expenditure

Coordination of event quotes and invoice payments

Design and development of promotional and content material for each event

Promotion of the AMA NSW at events through consistent branding on banners, signage, event materials and online

Measurement of event success and identification of opportunities for improvement through the collection of feedback

Participation in membership projects and continuous improvement initiatives

About You

You will be someone who:

Has high energy and a passion for delivering outstanding events

Enjoys working with people and building strong relationships across all levels of an organisation

Likes variety and a busy work environment

Takes initiative and enjoys improving processes and finding better ways of working

Wants to continue developing their career in a supportive environment

Thrives in a small team where your contribution is valued and visible

Enjoys being approachable, hands on and making a positive difference in the workplace

To Be Successful You Will Have

Experience coordinating events that are well planned, executed and within budget (previous experience in a membership or NFP organisation is desirable but not essential)

Relevant qualifications in marketing, communications, event management or a related field

Experience using EventsAir or a similar events management platform will be advantageous

Strong organisational skills and attention to detail

Excellent written and verbal communication skills

Professional presentation and the ability to be a good ambassador for AMA NSW

Excellent time-management skills and the ability to manage competing priorities

Strong stakeholder management and relationship-building skills

A proactive, solutions focused approach