Events & Administration Assistant

The Institution Of Engineers Australia; Newcastle City Council; On-site; AUD 34,000 - 44,000; Part time

Job summary

Engineers Australia in Newcastle is seeking an Events and Admin Assistant to support a wide range of events, including CPD sessions, networking, STEM initiatives, and community outreach.

The role covers on-site event setup, AV management, and coordination of off-site activities, with additional general office support for the Newcastle office. This is a casual role with up to 20 hours per fortnight, on site.

Qualifications

• Studying or qualified in a relevant field; events or hospitality experience preferred.
• Positive, customer-focused, reliable, respectful, and team oriented.
• Strong verbal and written communication; professional under pressure.
• Comfortable with AV equipment; able to learn new systems in Microsoft 365.
• Willing to support others and handle tasks independently.
• Evening events flexibility is essential.

Responsibilities

• Event Setup & Support: Prepare, host, and close events including catering, registration, AV setup, safety, and venue upkeep.
• Technical Operations: Operate and maintain AV equipment during events.
• Stakeholder & Guest Engagement: Assist presenters, manage registrations, and support outreach events.
• Administrative Tasks: Event reporting, volunteers database, certificates, venue liaison, general admin.

Skills

Event setup

AV equipment

MS 365

Customer service

Communication

Education

Studying in a relevant field

Tools

PowerPoint

Job description

The Institution Of Engineers Australia – Newcastle NSW

One of our cultural mindsets is authentic dialogue and authenticity; Bring your authentic self to work at Engineers Australia! We offer meaningful, purpose-driven work. Our people work to support the engineering profession that shapes the very world we live in. With more than 144,000 members, Engineers Australia is the voice of the profession, and we need you to help us drive mutual value for our members and industry partners.

About the role

The Events and Admin Assistant at Engineers Australia's Newcastle Division plays a key role in delivering a wide range of events, including CPD sessions, networking functions, STEM initiatives, and community outreach. The role involves supporting the setup and smooth running of on-site events, including managing AV equipment and facilities, as well as assisting with the coordination of off-site activities such as advocacy events and celebrations. Additionally, the position provides general administrative support to ensure the efficient operation of the Newcastle office.

This is a casual role, requiring approximately up to 20 hours of work per fortnight, on site.

Location

This role is based in Newcastle, NSW

In this role you will:

• Event Setup & Support: Prepare, host, and close events, including catering, registration, AV setup, safety procedures, and venue cleanliness.
• Technical Operations: Operate and maintain AV equipment such as microphones, PCs, and projectors during events.
• Stakeholder & Guest Engagement: Support presenters, liaise with guests, manage registrations, and assist at offsite and outreach events.
• Administrative Tasks: Handle event reporting, volunteer database, certificates, venue liaison, and general office administration.
• Customer Service & Safety: Professionally respond to inquiries, ensure WH&S requirements are met, and maintain accurate attendance records.

Here’s what we’re looking for:

• Qualifications & Experience: Studying or qualified in a relevant field, with events or hospitality experience preferred.
• Interpersonal Skills: Positive, customer-focused, reliable, respectful, and team-oriented.
• Communication & Professionalism: Strong verbal and written skills; remains professional, calm under pressure, and uses initiative.
• Technical Skills: Comfortable with AV equipment; proficient in Microsoft 365 with the ability to learn new systems.
• Work Ethic: Willing to support others, diligent, and capable of handling tasks independently.
• Flexibility: This role offers variety beyond the typical workday, with many events taking place in the evenings. Flexibility to attend events outside standard business hours is essential.

*Please refer to the supporting documents to review the full success profile and measures of success in this role.

Why work for Engineers Australia?

• People are at the heart of what we do and why we do it.
• Unlock career growth prospects, as we invest in you and provide avenues for advancement in EA.
• A diverse, inclusive, and supportive team culture that supports you to lead and achieve
• Proud AWEI Bronze Employer Award winner (2023–2026), championing a safe and inclusive workplace for LGBTQ employees.

Diversity, inclusion and your privacy:

Engineers Australia embraces diversity, inclusion and belonging and are committed to building a team that represents the communities that we live in and creating a safe inclusive environment for our people. We are a flexible workplace, please talk to us about your flexible working needs during our recruitment process. Our commitment to inclusivity means that we will work with you to ensure that your experience with us is accessible and welcoming. If you need any reasonable accommodation to fully participate in the job application, interview process, or to perform essential functions of the role, please know that we are here to support you. Please feel free to reach out to our Talent Team at ******@engineersaustralia.org.au , our dedicated point of contact for all accommodation-related matters.

At Engineers Australia, we believe that diversity and inclusion are essential for our success. We welcome applications from everyone, including people with disabilities, mature age and young job seekers, members of the LGBTI community, Aboriginal and Torres Strait Islander people and other culturally diverse backgrounds.We look forward to welcoming candidates from all backgrounds and providing necessary support where needed to ensure a level playing field for all applicants. Please visit Engineers Australia’s website to view our Privacy Policy in relation to the collection of candidate information:https://www.engineersaustralia.org.au/privacy-policy

Thank you for considering a career with us.