Chapter Coordinator

About Us

The Australian Institute of Architects is the peak body for the architectural profession in Australia, representing more than 14,000 members across the country and overseas. The Institute works to improve our built environment by promoting quality, responsible and sustainable design.

The Role

The Chapter Coordinator provides operational and administrative support to the Executive Director and the VIC Chapter. The role holder will manage day-to-day chapter operations, coordinate member services, support event delivery and maintain governance processes.

The successful candidate will be the operational backbone of chapter activities, ensuring smooth delivery of programs and services.

This role will be based onsite in our Melbourne office.

Key Responsibilities:

• Manage the Institute's chapter phone line by directing incoming calls and responding to general enquiries
• Coordinate daily incoming and outgoing mail distribution and processing including member enquiry systems via telephone, email and in-person interactions
• Process invoices into accounts payable system for approval and payment in accordance with Institute procedures
• Coordinate and cater for staff meetings and events including maintaining supplies of stationery and kitchen items and general staff amenities
• Provide first point of contact for members and/or visitors and ensure professionalism at all times
• Provide administrative support for submissions and policy-related documentation
• Coordinate meeting scheduling, calendar management and appointment logistics for the VIC Chapter
• Maintain filing systems, correspondence records and document tracking systems
• Coordinate meeting logistics including venue bookings, catering and materials preparation
• Manage calendars, deadlines and administrative reporting requirements
• Prepare briefing materials, background research and supporting documentation as requested
• Coordinate with RAIA teams on administrative requirements and information requests
• Coordinate member events, networking activities and professional development programs
• Provide on-site event support, including registration, logistics coordination and technical assistance
• Support Awards and Programs delivery including judging panel coordination, venue arrangements and ceremony logistics requirements
• Support member communication processes including newsletters, announcements and program promotion
• Support membership services including applications, renewals and member portal support
• Ensure member databases, contact management systems and engagement tracking are maintained accurately
• Support quarterly program planning and delivery coordination with RAIA teams
• Ensure chapter budget is accurately administered, including expense processing- and budget monitoring
• Contribute to a safe working environment, liaising with building maintenance, and tenant coordination
• Coordinate office operations, including equipment maintenance and stationery
• Coordinate workplace health and safety requirements and incident reporting
• Support supplier relationships and service contracts for office operations

What You'll Bring

Essential Requirements

• At least 3 years of relevant administration of office management experience
• Bachelor's degree in business administration, communications, public administration or related field or a combination of experience and training.
• Professional qualification in project coordination, event management or relevant discipline preferred or professional experience.
• Experience in operations coordination, member services or administrative support
• Demonstrated experience supporting senior management in a stakeholder-focused environment
• Experience in event coordination, logistics management and budget administration
• Background in committee support, governance administration and meeting coordination, desired
• Experience in a professional association, membership organisation or government relations environment, desired
• Experience with financial administration, supplier management and contract coordination
• Exceptional interpersonal skills and the ability to build strong relationships at all levels

Why Join Us?

• Lead Australia's most prestigious architecture conference and shape the future of the profession
• Work with renowned creative directors, architects and industry leaders
• Develop your expertise in large-scale event management within a respected professional body
• Engage with members, sponsors, suppliers and international speakers
• Contribute to the Institute's mission of promoting quality, responsible and sustainable design

What We Offer

• Competitive salary and benefits package
• Opportunity to work with prestigious national and international speakers
• Professional development opportunities
• Collaborative and supportive work environment
• Flexible working arrangements
• Access to Institute events and professional development programs

Ready to Lead Australia's Premier Architecture Event?

If you're an experienced event professional who thrives on delivering exceptional conferences and wants to make a meaningful contribution to Australia's architectural community, we'd love to hear from you.

The Australian Institute of Architects is an equal opportunity employer committed to creating an inclusive environment for all employees.