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Conference and Events Organiser

2 months ago

Melbourne, Australia Australian Society of Medical Imaging and Radiation Therapy (ASMIRT) Full time

The Australian Society for Medical Imaging and Radiation Therapy is the peak body for medical radiation scientists in Australia. We have an excellent opportunity for a full-time Conference and Events Organiser to join our Events team.
- Planning, organising, and execution of logistics for a range of conferences, seminars, virtual and in-person events, and social functions.
- Overseeing various aspects of the events operation logistics, including venue bookings, scheduling, program development, vendor management, sponsorship, audiovisual, travel, accommodation, and on-site coordination.
- Collaborating with multiple stakeholders to ensure a seamless and impactful conference/ event experience for attendees and clients.

Applicants for this position should have:
**Required**
- Relevant tertiary qualifications or bachelor’s degree in Event Management
- Minimum Certificate III in Live Production & Service
- At least 2 years relevant experience
- Clean Australian Drivers License
- Experience in managing and liaising with client, suppliers, contractors, and venues.
- Proficiency in using EventsAir, and project management software
- Freedom for regular interstate Travel

**Desirable**
- Working knowledge of Hindi, basic understanding of Arabic
- Basic knowledge of wordpress
- Ability to use Adobe in-design or other similar software
- Experience arranging international travel bookings

**Responsibilities**

Event Planning:

- Research and evaluate potential venues
- Negotiate contracts with guidance from the Conference Manager and managing costs of services within budget
- Coordination of logistics for the events
- Oversee the production and distribution of event materials, signage, and promotional items
- Manage sponsor / exhibitor logistics with guidance from the Conference & Sponsorship Manager
- Assist in the development of networking opportunities, such as social events and interactive sessions
- Maintain the critical path
- Work efficiently, effectively, and accurately to meet deadlines

Communication and Correspondence:

- Oversee the creation of promotional materials
- Oversee the development of event related communications
- Support social media and online marketing efforts to maximise event attendance and engagement
- Proof reading, formatting, and editing of event material
- Liaise with delegates from Australia and overseas

Speaker & Program Coordination:

- Collaborate with the Branch Event Committee to develop an engaging and relevant event program
- Liaise with speakers, presenters, and session chairs to coordinate schedule, presentations, and AV requirements
- Develop and manage the call for papers process
- Develop and manage registrations, attendee mobile app/online platforms for program scheduling and attendee engagement
- Coordinate with speakers to finalise session topics, titles, and abstracts
- Manage speaker logistics, such as travel arrangements, accommodation, and reimbursements
- Oversee the program schedule and preempt any conflicts, providing solutions to alleviate these
- Oversee the coordination of speakers, presenters, and chairpersons ensuring they have the necessary information, materials, technical rehearsals and logístical information for their sessions

Stakeholder Collaboration:

- Collaborate with various stakeholders to ensure their needs and expectations are met
- Communicate regularly with internal teams and external stakeholders to ensure clear and consistent information flow
- Build and maintain positive relationships with vendors and suppliers
- Maintain a highly developed customer-oriented and consultative approach in working co-operatively with clients

**Remuneration**

Salary range $80,000-$90,000 dependent on level of experience

Applications open 04 December 2023 until 02 January 2024

**Salary**: From $80,000.00 per year

Work Authorisation:

- Australia (required)

Ability to Commute:

- Mebourne, VIC (required)

Ability to Relocate:

- Mebourne, VIC: Relocate before starting work (required)

Work Location: In person

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