Administration and Events Coordinator

Position Details

Position Title: Administration and Events Coordinator

Reporting to: Operations and Compliance Manager. Liaises with Internally: Albury Business Connect Team, Board members, and Committees

Liaises with Externally: Albury Business Connect Members, Albury City Council, Business Wodonga, Business NSW, Local, State and Federal Government representatives and others as required

Purpose of Position: The Administration and Events Coordinator supports the business administration and events functions for Albury Business Connect (ABC) with a key focus on exceptional customer service.

Organisational Context: Albury Business Connect is one of Australia's leading regional Chambers of Commerce. Representing over 1000 businesses as members, we are the voice of the Albury business community. The organisation's vision is to be the leader for business in our community, and its mission is to connect, inform, support, and represent our local businesses. ABC provides networking and professional development opportunities, regular updates and communications, and ongoing support to help members grow and the community thrive.

Core Responsibilities

• Uphold and promote the company vision and values.
• Operate under and observe company policy, procedures and instructions at all times.
• Demonstrate effective communication, respect and cooperation.
• Wilfully contribute to improving work practices, management systems, and be committed to better quality service.
• Foster teamwork through working cooperatively and effectively with others to set goals, resolve problems, and make decisions.
• Demonstrate accountability by acknowledging and assuming responsibility for your own judgments and actions.
• Follow reasonable and authorised direction by the General Manager.

Specific Accountabilities

Administrative Duties

The Administration and Events Coordinator plays a crucial role in the daily operations of Albury Business Connect by managing a variety of administrative and communication tasks. These duties ensure the smooth running of the organisation and maintain a high level of customer service for members, sponsors and our community.

• Assist in bookings of ABC's member e-advertiser, In the Know: This involves assisting in the entire process for In the Know, from receiving ad content from clients to coordinating its placement. This role is key to helping members promote their local businesses.
• Ensure all key stakeholder and member requests are actioned in a timely manner. This involves managing a continuous flow of requests from members, sponsors and board members, and other partners. You'll be responsible for acknowledging and prioritising these requests, resolving them yourself, or escalating them to the appropriate person. It's critical to proactively follow up to ensure a prompt resolution, guaranteeing that everyone feels supported and that the organisation maintains a reputation for being responsive and reliable.
• Maintain ABC events calendar and schedule appointments: This involves keeping the organisation's master calendar up to date with all upcoming events, meetings, and important deadlines. You would also be responsible for scheduling appointments for the management team, coordinating times with internal and external contacts, and sending out invitations and reminders.
• Meeting Coordination: Be the key point of contact for managing the calendars and tasks of the General Manager and Operations and Compliance Manager. You will work directly with them to create and manage their daily, weekly, and monthly schedules, ensuring all appointments, meetings, and deadlines are accounted for.
• Correspondence and Communication: A key part of this role is managing official communications. By managing this communication, you will help the management team focus on strategic work while ensuring all internal and external messaging is handled efficiently.

Events (Planning & Delivery)

• Collaborate with members and other stakeholders to develop, promote, and deliver a range of quality business events that focus on the needs of members. You'll actively engage with members, local businesses, and key partners to understand their needs and develop a diverse calendar of events. This involves planning everything from networking breakfasts and workshops to seminars and larger forums. You will also be responsible for promoting these events to ensure strong attendance and a positive return on investment for members and sponsors.
• Lead and manage the setup and pack up of events: You will be the point person on the ground for all Albury Business Connect events. Your duties will include managing all logistical aspects, from coordinating with vendors and venues to setting up signage, registration desks, and presentation areas. After each event, you will oversee the efficient and timely pack up, ensuring the venue is left in excellent condition.
• Assist the General Manager in implementing ABC projects, such as researching current and relevant issues faced by businesses. You will support the General Manager by helping to execute special projects. This could involve conducting research on emerging business trends, gathering data on local economic conditions, or compiling reports on topics relevant to the Albury business community. This work directly informs the organisation's strategy and the support it offers to members.
• Assist in the update of the ABC policy and procedures manuals: You'll play a role in ensuring the organisation's internal documents are current and accurate. This involves reviewing and updating policies and procedures related to events, membership, and daily operations to reflect best practices and any changes in regulations. This task ensures the organisation runs smoothly and consistently.
• Coordinate publicity events as required: When the organisation needs to promote a new initiative or raise its profile, you will be responsible for coordinating the event. This might include organising press conferences, media launches, or special announcements. Your role will be to manage all the details to ensure the event is successful and effectively communicates the desired message to the public.

Communications (Phone / Email) & Member Enquiries

• Respond to enquiries from the public. You will be the first point of contact for anyone reaching out to Albury Business Connect (ABC) and will handle questions via phone and email. Your role is to provide accurate and helpful information about membership, upcoming events, and other services. This position is essential for creating a positive first impression and promoting ABC's various products and services to potential members and partners.
• Assist in managing ABC social media channels (Facebook, Instagram, LinkedIn) where required. You will support the organisation's online presence by helping to manage its social media accounts. This can include scheduling posts, engaging with followers, and monitoring comments and messages to ensure a consistent and professional brand voice.
• Coordinate and assist the creation and distribution of ABC's fortnightly e-newsletter, In the Know, events updates and any promotional materials. You will play a key role in the production of the organisation's regular communications. This includes gathering content for the bi-weekly newsletter, assisting with writing and editing, and coordinating the distribution to the member mailing list. You will also help create and send out promotional materials for specific events or initiatives.
• Support the implementation of internal and external communications strategies, including publicity material. You will assist in putting the organisation's communication plans into action. This could involve preparing press releases, helping to create marketing collateral, and ensuring that internal messages are effectively communicated to staff and stakeholders. Your work will ensure that ABC's brand and message are consistent across all platforms.

Selection Criteria

Essential Criteria

• A formal qualification or substantial relevant experience, or an equivalent combination of relevant experience and/or education/training.
• Demonstrated ability to plan, prioritise and organise work to achieve goals and meet deadlines, including managing competing demands and multiple projects and tasks with excellent attention to detail.
• Self-starter with the capacity to work autonomously and exercise initiative where required.
• Excellent communication and presentation skills (both oral and written).
• High degree of professionalism and judgement with the ability to maintain a high level of confidentiality.
• Advanced computer skills, including but not limited to: Microsoft Office suite, CRM Management, Canva, Mailchimp and Data Management Packages.
• Ability to work flexible hours to cater for events before and/or after business hours.
• Advanced understanding of social media platforms and associated products.
• Strong relationship management abilities and experience in providing high-quality customer service.
• This role often has access to people and organisations of public stature. This includes local, state and federal government, business leaders and other dignitaries. A high level of discretion is required at all times.