Events Assistant

6 months ago

Melbourne, Australia Methodist Ladies' College Full time

Ref Code
523029

Location
Melbourne

Category
Operations

Sub Categories
Community Engagement

The role

Full Time position available

The Events Assistant supports the efficient and effective running of the College’s busy Parents’ Association Support Office, undertaking a range of administrative and communications functions to facilitate efficient operations. One of the primary responsibilities is to assist in planning and executing an extensive portfolio of community events each school year, predominantly for parents and alumnae, but also a number of key student social events. The Events Assistant provides planning and operational support, ensures communications across a range of platforms, and provides on-the-ground logístical support.

The Events Assistant is a key support function that supports the delivery of community event experiences that engage, delight, and build relationships. Reporting directly to the Events and PA Manager, your key accountabilities will include:

- proactively identify and develop events and interdepartmental collaboration opportunities by fostering effective working relationships with key internal and external stakeholders
- provide administrative support for the functions of the Parents’ Association Support Office, including communications process, ongoing regulatory and compliance obligations, document tracking, monitoring, assurance auditing, budget and risk analysis, and reporting
- Weekend and evening work will be required, based on the needs of the annual school year calendar._

Some of your primary duties and responsibilities will include the following:

- Maintain filing systems and processes, entering and updating data in various systems, drafting reports and communication pieces, supporting department and parent meetings and taking minutes if required, monitoring volunteer training processes, and organising and ordering office supplies where required
- Act as a second point of contact for logístical elements of events, including campus access, all build/bump in and out queries
- Help ensure adequate resource management across all events, act as contact for all equipment loaning and effectively managing the events team storage facilities and assets.
- Assist in developing and managing event briefs and action plans in consultation with the Events and PA Manager and stakeholders
- Clearly and effectively communicate event processes, ideas, and solutions to key stakeholders;
- Work effectively with clients to understand detailed event requirements and support the delivery of events and activities that meet these needs;
- Provide administrative support for event-related activities, including scheduling, budget management and post-event reporting.
- Coordinate event debriefs to identify areas to improve processes relating to the planning and delivery of events; implement process improvements where appropriate
- Coordinate the development of event-related collateral, promotional material and PA web content to ensure all events are appropriately communicated and promoted to boost participation.

The school

MLC is a leading independent girls' day and boarding school in the inner east of Melbourne. Our unmatched breadth of learning and wellbeing experiences and environments inspires and supports MLC students to find and nurture their individual interests and talents and achieve their best.

Known for our commitment to excellence and innovation in education combined with the unmatched breadth of our curriculum, co-curricular activities, and College resources ensures our students discover their strengths and interests, nurture their talents, forge their own paths and achieve their best.

MLC students are empowered to be confident and resilient global citizens who possess the skills, knowledge, and attitude to thrive throughout every stage of their schooling and in an ever-changing, globalised world.

About You
- Demonstrated success as a highly effective organiser.
- Demonstrated competency in the following key areas: attention to detail, effective time management, high digital competency, strong people skills, and professional communication skills (written and spoken).
- Adherence to all College policies and demonstration of behaviours in accordance with the Child Safe Standards.
- Minimum 2 year's administration and/or events experience
- Excellent organisational skills and attention to detail
- Exceptional relationship building capability
- Ability to prioritise and effectively manage multiple activities
- Customer centric and energetic approach to your work
- Proficient in using computers and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- A current Working with Children Check and Police Check
- Be open to ideas, striving for excellence and have a high level of integrity

MLC puts child safety at the forefront and are committed to providing a child safe environment. The safety of our students is paramount and is the responsibility of all of our staff.

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