Event Coordinator

2 weeks ago

Melbourne, Victoria, Australia beBeeCoordinator Full time $90,000 - $100,000
Event Coordinator Role

We are seeking a highly organized and detail-oriented individual to fill the role of Event Coordinator. As part of our team, you will be responsible for coordinating all aspects of Alumni events, including invitation creation and distribution, event collateral and communications, RSVPs, event payments, provision of receipts, setting up the event in Synergetic, etc.

Key Responsibilities:
  • Event Planning: Assist in planning and budgeting for events, including recording expenditure.
  • Support Services: Provide high-level support to the Alumni Manager, OWCA Executive members, and sub-committees, affiliate groups, working groups, and OWCA Interstate and International representatives.
  • Record Keeping: Record expenditure and update event records.
  • Research and Preparation: Research and preparation of constituencies, including development and maintenance of a system engaging staff and former staff relating to the Alumni reunion program and potential engagement of former parents.
  • Reporting: Prepare and assist with the preparation of reports regarding Association activity and events at regular intervals for the business.
  • Guest Lists: Coordinate guest lists in relation to OWCA events and provide VIP lists to other departments such as the Foundation, Principal's Office, or the College generally.
  • Materials Preparation: Prepare materials, including presentations, for reunions.
  • Post-Event Activities: Conduct post-event activities and follow-up.
  • Alumni Enquiries: Assist with enquiries of Alumni.
  • Alumni Details: Assist with updating Alumni details.
  • Publishing Support: Assist with editorial elements of the College and Alumni publication Lion magazine.
  • Birth Notices: Preparation and approval of Birth Notices for Lion magazine and coordination of Lion Toys.
  • Maintenance of Records: Circulate details and update records in relation to the deaths of Alumni.
  • Purchases: Coordinate purchases on behalf of the OWCA through either the College purchasing system or directly through the association as required.
  • Ticketing System: Maintenance and operation of the online ticketing system with regard to OWCA event activity.

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