Position Purpose

The Event Coordinator has responsibility for planning, delivery, coordination and evaluation of events and conferences for the ACTU. This is an exciting position in a fast-paced environment. The role is based in Melbourne.

The Event Coordinator will have total accountability for the end to end running of conferences, events and forums from planning through to delivery, evaluation, including managing budgets, agreements, speaker liaison, delegate liaison and venue management.

The Events Coordinator has a hands-on approach to all aspects of event planning and management, with a key focus being to ensure the best possible outcome of each event.

A commitment to trade union values is essential and experience of working with unions is desirable.

Responsibilities

Manage Events

• Compile and manage event schedules, lists to meet deadlines
• Anticipating, planning and preparing for any scenarios that may impact the outcome of the event
• Follow up with stakeholders pre- and post-function
• Maintain conference and event data and build a secure knowledge base on best practice
• Assist in preparation and follow up of events and conference proposals
• Liaise with relevant areas of the ACTU to ensure all preparations for the event have been secured
• Administration and coordination of each event from start to finish
• Overall management of key events in the ACTU calendar, including but not limited to venue selection & coordination, registration processes, promotions of events, overseeing budgets, branding of the event, and hands on event management

Budgetary Management

• Ensure that events are run in cost efficient manner and aligned to the budget
• Negotiating costs and service contracts for events

Relationship management & working with teams

• Work closely across the relevant areas of the ACTU to facilitate the organisation of high quality events for the ACTU, working closely with staff and area Directors to meet the desired outcomes
• Work closely with external bodies and partners involved in ACTU events
• Ensuring staffing needs are met for events, including coordinating rosters & other staff where required, working closely with unit Directors to ensure support

Communication skills

• Work in consultation with the Production Print and Design Team to ensure the development of a range of promotional materials and an event marketing strategy that is aligned to ACTU design and branding guidelines
• Work in consultation with the Production Design Team to ensure copy suitable for web publication, and consistency in the on-line marketing of events that are aligned to ACTU b design and branding guidelines
• Produce evaluation documents for each event

General Business

• Assist the Fundraising and Bequest Program Coordinator with events, marketing, promotion and related functions as required.
• Assist the Operations Team as required within current skill set.

Organisational Accountabilities

• Willingness to work in accordance with ACTU policy and procedures
• A commitment to the values of trade unionism and social justice
• Capacity to exercise judgment and discretion within a politically sensitive environment
• Respect for cultural and social diversity within the workforce and the community

Educational and Work Experience Qualifications

• Tertiary qualified in a relevant field (desirable) or at least 4 years relevant work experience.
• This position is graded Level 4 & 15% super.
• Experience of working with unions or other community organisations would be an advantage but is not essential.

Other requirements

• The position will at times need to perform duties outside of office hours and will require some interstate travel
• Arrangement of travel and accommodation bookings as required

Key requirements

Key Selection Criteria (Essential)

• Commitment to the union movement and to the interests of working people
• Excellent customer service skills, with the ability to easily build rapport with internal and external clients
• A ‘quick thinker’ with excellent problem-solving skills.
• A talented team player, who proactively looks to troubleshoot any potential problems and puts in place contingencies to minimise any impact
• Being able to apply a hands-on approach and influence wider peer support.
• Organised with a high attention to detail and the ability to coordinate a number of events simultaneously
• Previous experience in events, with good understanding of the key actions required to run a successful event or conference
• Strong organisational skills
• Excellent judgement, strong interpersonal and relationship building skills
• Excellent Negotiation skills
• Capacity to work with limited supervision too tight deadlines
• Budget & project management skills
• Communication skills & ability to motivate teams
• Proficiency in the use of Microsoft Word, Excel, PowerPoint and Outlook
• Ability to work autonomously, problem-solve, and take initiative in the resolution of project or administrative problems (both systematic and one-off)