Project Officer - Major Events

Department of Jobs, Skills, Industry and Regions VIC; City of Melbourne; On-site; AUD 81,000 - 90,000; Full time

Job summary

Department of Jobs, Skills, Industry and Regions VIC is seeking a Project Officer - Major Events in Melbourne to support procurement, contracts and budget tracking across major events and award programs. You will coordinate communications with applicants, judges, sponsors and suppliers, and help write content for event materials.

You will contribute to the planning and delivery of gala events, including ticketing and seating management, while ensuring accuracy, timelines and quality in all unit

Qualifications

• Teamwork: works cooperatively with others to achieve team goals and share information.
• Stakeholder management: maintains positive relationships and responds promptly to requests and issues.
• Working collaboratively: provides administrative support with planning, organisation and attention to detail.
• Self-management: plans and prioritises work to ensure outcomes and remains composed under pressure.

Responsibilities

• Support procurement and contract management for event-related activities and assets.
• Coordinate communications with award applicants, finalists, winners, judging panels, sponsors and suppliers.
• Assist with writing content for event-related communications and printed assets.
• Support gala event ticketing, RSVPs and seating planning.
• Undertake invoicing and payments for the Unit and related areas.

Skills

Teamwork

Stakeholder management

Working collaboratively

Self-management

Job description

Department of Jobs, Skills, Industry and Regions VIC – Melbourne VIC

The Department of Jobs, Skills, Industry and Regions is focused on growing Victoria’s prosperity, building the productive capacity of our economy and increasing participation – by creating more opportunities for people through skills and jobs; helping businesses and industries to thrive; and building vibrant communities and regions. For more information, see the DJSIR Strategic Plan 2023-2027.

Our work spans numerous portfolios, supporting departmental ministers and operating across metropolitan, regional and international offices.

The Department welcomes and encourages applications from diverse applicants, including First Peoples, refugees or asylum seekers, people from culturally and linguistically diverse (CALD) backgrounds, LGBTIQ+ people and people with disability. All roles at DJSIR can be worked flexibly and we offer reasonable adjustments for applicants with disabilities.

Project Officer - Major Events

• Salary: $81,496 to $90,227 (plus Superannuation)


• Fixed-term for 12 months


• Usual hours of work: Full-time


• Usual work location: Level 5/121 Exhibition Street, Melbourne VIC 3000

The Role

Reporting to the Manager, Major Events Unit, the 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.

Alongside the Events Project Officer in the Unit, this role will support 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 support all invoicing and payments and budget tracking for the Unit and provide support to other areas of the Services Branch as required.

The successful candidate 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:

• Support 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.


• Support gala event gala 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 Project Officer - Major Events 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 atskills.authority.vic.gov.au

About You

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

• Teamwork: works cooperatively with others to achieve team goals, sha res information and supports a positive and collaborative team environment. Builds effective working relationships across teams, shows respect for others' ideas and working styles, and supports colleagues in challenging situations, including contributing to the resolution of conflict where appropriate.


• Stakeholder management: Maintains positive stakeholder relationships by responding to needs promptly, keeping stakeholders informed of issues and developments, and following through on enquiries, requests and complaints. Demonstrates strong interpersonal skills by understanding different perspectives and tailoring communication to audience needs and preferences.


• Working collaboratively: provides effective administrative support through strong planning, organisation and attention to detail. Monitors progress and reporting requirements, identifies priorities and resource needs, and uses systems and procedures to maintain accuracy, track work and support timely outcomes. Recognises barriers and responds appropriately to keep work on track.


• Self-management: plans and prioritises work to ensure outcomes are achieved, resists the temptation to react immediately without taking time to think things through, uses strengths to contribute constructively and consciously manages the impact of own weaknesses, anticipates own reactions to situations and prepares accordingly.

Further Information

For a confidential discussion, please contact Nick Condratoff via email ***************@ecodev.vic.gov.au

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 theChild 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 ***, or via email at***********@ecodev.vic.gov.au with the position number in the subject line.

Applications close at 23:59pm on Sunday, 18 October 2026.