Events Operations Coordinator

Hugo Personnel Pty; Melbourne; Hybrid; AUD 55,000 - 70,000; Full time

Benefits offered by this job

Work from home flexibility

CBD location with public transport

Mentorship and professional growth

Job summary

Hugo Personnel Pty is seeking an Events Coordinator/Event Administrator for a not-for-profit organisation in Melbourne. You will coordinate local, state and interstate events, manage records, and liaise with volunteers and stakeholders across a hybrid work setup, with three days in the office and two days from home.

You will work closely with the Head of Event Operations to ensure events align with strategy, budget and timelines, while delivering exceptional participant experiences and building

Qualifications

• Demonstrated experience in an Events Operations Coordinator/Event Administrator position.
• Strong stakeholder engagement and communication skills.
• Proven project management and administrative capabilities.
• Experience with event management or project management systems.
• Excellent organisation, time management and deadline discipline.

Responsibilities

• Coordinate local, state and interstate events and programs.
• Maintain accurate event, volunteer and participant records in event management systems.
• Manage volunteer and participant engagement, communication and compliance requirements.
• Act as a primary point of contact for volunteers and key event stakeholders.
• Support volunteer and participant logistics, including uniforms, travel, accommodation and on-site requirements.
• Liaise with venues, suppliers, contractors and key stakeholders to ensure successful program delivery.
• Obtain quotes and assist with financial administration to ensure accurate reporting of event expenses.
• Provide on-site operational support during events, ensuring volunteers are fully briefed.
• Complete a high volume of administration, including database management and the ongoing maintenance of procedures, templates and operational documentation.

Skills

Events coordination

Stakeholder engagement

Project management

Administrative skills

Event management systems

Database management

Budgeting

Time management

Tools

Event management software

Job description

Are you an Events Coordinator/ Event Administrator eager to take your next step in an event based not-for-profit organisation? Look no further, we have the role for you!

• Work in a values driven NFP organisation that aims to change the lives of young people
• Work on large scale events, meaningful events with thousands of attendees
• Work with an experienced mentor with a wealth of knowledge
• CBD location - accessible by public transport
• Work from home flexibility - 3 days in the office, 2 days from home
• Full time, permanent position
• Work in a high performing, 'all hands on deck' collaborative culture

The Company

Work for national not-for-profit which drives the success of young people. The organisation aims to showcase and promote excellence through programs, competitions, community projects and education pathways around Australia.

The Role

Working closely with the Head of Event Operations, you will be responsible for the coordination of the organisation's events, activities and programs. You will ensure that organisational activities are achieved in line with strategy, budget and time constraints.

Your duties will include but not be limited to:

• Coordinate local, state and interstate eventsand programs
• Maintain accurate and up-to-date event, volunteer and participant records within event management systems
• Manage volunteer and participant engagement, communication and compliance requirements
• Act as a primary point of contact for volunteers and key event stakeholders
• Support volunteer and participant logistics, including uniforms, travel, accommodation and on-site requirements
• Liaise with venues, suppliers, contractors and key stakeholders to ensure successful program delivery
• Obtain quotes and assist with financial administration to ensure accurate reporting of event related expenses
• Provide on-site operational support during events, ensuring volunteers are fully briefed
• Complete a high volume of administration, including database management and the ongoing maintenance of procedures, templates and operational documentation

What will you need to succeed?

• Demonstrated experience in an Events Operations Coordinator/ Event Administrator position
• Excellent stakeholder engagement skills
• Strong project management, administrative and database management
• Experience with event management or project management systems
• Organisational skills, time management and ability to work to strict deadlines
• Budgeting, planning and project delivery skills
• Be a self starter who can work both autonomously and in a team environment
• Ability to make considered decisions in a fast paced environment

Don't miss out on this excellent opportunity. Interviews will be held immediately.

Good luck!