Program And Events Coordinator

An ASX100 business part that is owned by Australian universities, IDP is a pioneer in international education services. Our_ _core business lines include student placement to Australia, US, UK, Canada and New Zealand institutions, English-language testing and training._
- We are on a mission to build the world's leading platform and connected community to guide students along their journey to achieve their lifelong learning and career aspirations._
- As a co-owner of IELTS, we deliver the English test that is trusted by more governments, universities and organisations than any other. We also operate English language teaching schools in South East Asia._
- We are innovators, driven by the needs of our customers and deep data insights. Our 5,000 team members based around the world understand that our services change lives - not only of our customers, but their wider communities._
- By combining empathy and professional expertise with digital excellence, we create launch pads for our customers to achieve global success._

**POSITION PURPOSE**

We have a great opportunity for a Program and Event Coordinator to provide overall event coordination and administrative support to the business. This is a varied and hands-on role, but central to the position will be the coordination of the Australian International Education Conference (AIEC) learning program. The Programs and Event Coordinator will engage with a range of stakeholders from the international event sector.

**RESPONSIBILITIES**

Program Coordination
- Support the program chair, program committee and conference manager with all aspects of AIEC program development and delivery, including the call for proposals, abstract review and selection
- Organise program committee meetings
- Manage communications with program committee members, speakers and other stakeholders
- Prepare speaker invitation letters, entitlements, contracts and logistics
- Action program changes to the schedule and prepare documentation for speaker and session briefings and webinars
- Manage and maintain the program/speaker database (XCD), as well as the online and print program
- Ensure onsite sessions are running smoothly and meeting the program schedule and manage any speaker changes
- Develop and maintain relationships with a range of stakeholders

Marketing and Communication
- Provide support to the marketing manager when needed and contribute input to the event marcom plan (e.g. competitor research)
- Coordinate some design and print projects according to brand guidelines (e.g. flyers, brochures, invitations, merchandise, etc.)

Content
- Assist marketing manager by providing and updating content for website (e.g. program/session/speaker information)
- Ensure content is correct, reviewed and proofread, and adheres to style guidelines
- Prepare and/or organise supporting materials, e.g. PowerPoint presentations, handouts, reports, briefing documents for meetings and briefings (with direction from conference manager)

Administration and project management
- Provide administrative support for committee meetings, prepare agendas and presentations, coordinate diaries and meeting notes (Program committee, Steering Committee, other meetings with suppliers, etc) and manage the meetings/webinars calendar
- Manage technical support for virtual events (e.g. webinars)
- Ensure tasks are delivered according to the project plan and provide timely reports
- Work within allocated budgets and track actuals accordingly
- Coordinate projects with external suppliers (Professional Conference Organiser (PCO), proof-reader, venues, etc.)
- Follow systems and procedures
- Produce reports for internal purposes (e.g. leadership team, marketing and regional teams) and external purposes (e.g. speakers, committees)
- Collate post-conference documents and reports
- Monitor and report on registration statistics, follow-up with unregistered speakers, staff, VIPs, invited guests, etc., and respond to enquiries
- Assist event crew and volunteers as needed

Sponsorship and exhibition
- Provide administrative support in all things relating to sponsorship and exhibition, as required

**WHAT WE'RE LOOKING FOR**

Must have
- Demonstrated customer service focus
- Excellent verbal and writing skills with demonstrated experience writing and reviewing content for newsletters, programs, websites, etc.
- Strong IT skills - high level proficiency in MS products (especially Excel, Word and PowerPoint)
- Experience working in agile, dynamic and global environment
- Experience with database management and CRMs;
- Experience working with external agencies and suppliers (PR, marketing, venues, designers, speaker bureaus, convention bureaus, conference organisers), managing RFPs, contracts, diaries and schedules
- Excellent time management skills and ability to manage competing priorities
- Effective problem-solving skills and initiative
- Well-developed analytical and reporting skills
- Good commercial acumen (experience monitoring a