Events Project Officer

Everi Pty; City of Melbourne; Hybrid; AUD 101,000 - 114,000; Full time

Job summary

The Victorian Skills Authority (VSA) invites applications for the Events Projects Officer role in Melbourne. Reporting to the Manager, Major Events Unit, you will provide project support across the annual training awards programs and assist with other major events led by the VSA.

The role covers procurement, contract and project management for event activities, including filming, photography, entertainment, venue hire and event assets.

Qualifications

• Experience coordinating events and projects with tight timelines.
• Proven ability to manage multiple stakeholders and communicate clearly.
• Strong attention to detail and organisational skills.

Responsibilities

• Undertake procurement and contract management of suppliers for event activities and assets.
• Coordinate day-to-day communications with award applicants, finalists, sponsors and suppliers.
• Assist with writing event communications, guides, sponsorship materials and briefings.
• Manage gala ticketing, RSVPs and seating planning using software.
• Oversee invoicing, payments and budgeting for the Unit.

Skills

Project management

Written communication

Stakeholder management

Planning and organising

Problem solving

Job description

Events Projects Officer

• Salary: $100,894 - $114,476 (Plus superannuation)
• Fixed-term to 30 June 2027
• Usual hours of work: Full-time
• Usual work location: Melbourne CBD

The Role

Reporting to the Manager, Major Events Unit, the Events Project Officer provides project support across all aspects of the annual training awards programs, and support for any other major events led by the VSA.

This role will undertake procurement, contract, and project management across a range of event-related activities including filming and photography, entertainment, venue hire and other event-related asset requirements.

This position will also manage all events related invoices and payments and budget tracking for the Unit.

The Events Projects Officer will have strong stakeholder engagement and management skills and be an excellent communicator. Attention to detail, strong collaboration skills and an organised work ethic are essential to the role.

Main accountabilities

• Undertake procurement and contract management of suppliers associated with a range of event-related activities and event-related assets, such as print and design materials, trophies and certificates, entertainment, and high-profile event emcees. Assist with the procurement and contract management of other significant event-related expenditure including film and photography and venue hire.
• Coordinate day-to-day communications with award applicants, finalists, winners, judging panels, sponsors and suppliers of event-related activities and assets.
• In collaboration with other team members, assist with the writing of content for event-related communications, including, but not limited to printed assets such as nomination guides, sponsorship prospectuses, judging handbooks, finalist bios, gala brochures, correspondence, and briefings.
• Manage gala event ticketing, RSVPs, and seating planning through Humanitix (or similar software). Note, training will be provided if required.
• Undertake invoicing and payments on behalf of the Unit (and on occasion for other Units across the Branch).

The Team

The position of Events Project Officer forms part of the Services Branch, which sits within Victorian Skills Authority (VSA).

The Victorian Skills Authority (VSA) provides evidence-based planning and solutions to meet current and future skills needs in Victoria. We are an administrative office led by a chief executive officer and supported by an advisory board of key stakeholders.

We report directly to the Minister for Skills and TAFE and work closely with the Office of TAFE Coordination and Delivery and the Skills and TAFE Group within DJSIR.

Our role is to gather and analyse industry data, identify where there are current and emerging skills shortages in Victoria's workforce, work with stakeholders to develop strategies to fill these gaps and drive engagement, collaboration and innovation across Victoria's skills system.

The VSA has three branches - Analysis and Insights Branch, Engagement and Skills Reform Branch, and Service Branch. Four units sit alongside the three branches - Clean Economy Unit, Corporate Services Unit, Future Skills Unit and the Office of the CEO and Deputy CEO.

Find out more about the VSA at skills.authority.vic.gov.au

About You

To be successful in this role, you will have the following main skills and experience:

• Project management: Undertakes procurement and contract management. Ensures project objectives and timelines are met. Monitors performance against objectives and manages project risks and issues. Produces detailed project plans where objectives are clearly defined and steps for achieving them are clearly specified.
• Written communication: Demonstrates high-level written communications expertise using clear, concise, target audience-specific and grammatically correct language. Demonstrates exceptional attention to detail, as well as editing and proofreading skills.
• Stakeholder management: Evidences strong verbal and interpersonal skills with a proven ability to engage and work collaboratively with a diverse range of stakeholders at all corporate levels. Adapt work approaches to achieve positive outcomes.
• Planning and organising: Identifies processes, tasks and resources required to achieve goals. Identifies more and less critical activities and prioritises and manages own time accordingly, reviewing and adjusting as required. Develops and implements systems and procedures to guide work and track progress. Recognises barriers and finds effective ways to deal with them. Works independently with resilience and flexibility as required.
• Problem solving: Seeks all relevant information for problem-solving. Investigates and probes for the facts. Liaises with stakeholders and Unit. Analyses issues from different perspectives and draws sound inferences from information available. Identifies and proposes workable solutions to problems.

Further Information

For a confidential discussion, please contact Kirsty Harcourt-Cooke on 0415 058 385 or [e-mail]

The Department is committed to creating and maintaining a child safe organisation. We have zero tolerance of child abuse and are committed to taking the necessary steps to protect children from harm by adopting a preventative, proactive and participatory approach to child safety in accordance with the Child Safe Standards.

Successful candidates will be required to undergo a National Police Records Check prior to commencing employment with the Department. To be eligible for this position you must hold the mandatory qualification as outlined in the position description. For further information on the position, please refer to the attached position description.

Please note: We are committed to inclusive recruitment. If you require an adjustment to participate in any stage of the recruitment process or have a particular requirement to be communicated with by either telephone or email only, please notify the DJSIR Talent Acquisition Team on 0472 875 685, or via email at [e-mail] with the position number in the subject line.