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Alumni Events Coordinator

3 weeks ago

Melbourne, Victoria, Australia beBee Careers Full time

OWCA Event Manager and Administration Assistant

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  • The role of an OWCA Event Manager and Administration Assistant is a crucial one in any organization. This position involves coordinating all aspects of alumni events, from invitation creation and distribution to event collateral and communications. The successful candidate will also be responsible for assisting in the planning and budgeting for events, including recording expenditure.
  • This role encompasses both event management and administrative tasks, which will be conducted in an efficient and professional manner and delivered to a high standard. In this position, you will execute and attend OWCA and College events as required, some of which are outside of normal working hours.
  • You will provide a high-level support to the Alumni Manager, OWCA Executive members and the sub-committees, Affiliate groups, working groups and OWCA Interstate and International representatives. Additionally, you will record expenditure and update event records.
  • Responsibilities include researching and preparation of constituencies, including the development and maintenance of a system engaging staff and former staff relating to the Alumni reunion program and the potential engagement of former parents.
  • You will provide and assist with the preparation of reports regarding Association activity and events at regular intervals for the business. Coordinate guest lists in relation to OWCA events and in relation to the provision of VIP lists to other departments such as the Foundation, Principal's Office, or the College generally.
  • Prepare materials including presentations for reunions. Conduct post-event activities and follow-up. Assist with the enquiries of Alumni. Assist with the updating Alumni details. Assisting with editorial elements of the College and Alumni publication Lion magazine.
  • Preparation and approval of Birth Notices for Lion magazine, and the coordination of Lion Toys. Circulating details and updating records in relation to the deaths of Alumni. Coordinate purchases on behalf of the OWCA through either the College purchasing system or directly through the association as required.
  • Maintenance and operation of the online ticketing system with regard to OWCA event activity. Other duties as reasonably required.

Main Responsibilities and Accountabilities:

  • Coordinate all elements of Alumni events – invitation creation and distribution, event collateral and communications, RSVPs, event payments, provision of receipts, setting up the event in Synergetic etc.
  • Assist in the planning and budgeting for events, including recording expenditure
  • Provide a high-level support to the Alumni Manager, OWCA Executive members and the sub-committees, Affiliate groups, working groups and OWCA Interstate and International representatives
  • Recording expenditure and updating event records
  • Research and preparation of constituencies including the development and maintenance of a system engaging staff and former staff relating to the Alumni reunion program and the potential engagement of former parents
  • Provide and assist with the preparation of reports regarding Association activity and events at regular intervals for the business
  • Coordinate guest lists in relation to OWCA events and in relation to the provision of VIP lists to other departments such as the Foundation, Principal's Office, or the College generally
  • Prepare materials including presentations for reunions
  • Conduct post-event activities and follow-up
  • Assist with the enquiries of Alumni
  • Assist with the updating Alumni details
  • Assisting with editorial elements of the College and Alumni publication Lion magazine
  • Preparation and approval of Birth Notices for Lion magazine, and the co-ordination of Lion Toys
  • Circulating details and updating records in relation to the deaths of Alumni
  • Coordinate purchases on behalf of the OWCA through either the College purchasing system or directly through the association as required
  • Successful maintenance and operation of the online ticketing system with regard to OWCA event activity
  • Other duties as reasonably required

Job Requirements:

A strong interest in community engagement and alumni relations would be beneficial for this role. As well as excellent communication and organizational skills. A proactive approach to event management and administration is essential. A sound understanding of technology systems used by the college would be advantageous. Ability to maintain confidentiality and handle sensitive information discreetly. Adaptability and flexibility in a fast-paced environment. Strong analytical and problem-solving skills.

About Us:

We are a dynamic organization that values diversity and inclusion. We pride ourselves on creating a welcoming work environment that fosters growth and learning. Our team is passionate about delivering exceptional experiences for our stakeholders. If you share our vision and values, we encourage you to apply for this exciting opportunity.

How to Apply:

Please submit your application, including your resume and a cover letter, to us. We look forward to reviewing your application.