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Contract or Temp
  • Immediately Available 12 month contract
  • Melbourne Location
  • Salary $60,000 - $65,000 plus super

The Company:

A medical Association based in Melbourne are looking for an Events Administrator to join their team on a 12 month contract to cover Parental Leave for one of their team. The Association is one of the largest medical organisations and supports their field through setting standards for the industry, lobbying government when required, training and supporting their membership base. 
The Role:

The Events Administrator role reports into the Senior Events Officer within the team and will be responsible for working on one of the major events for the Association. This role will work within a team of 10 events staff and will be responsible for working within a team that develops and delivers continuing education programs and events for the membership base. This role will mainly be working on a large 4 day annual conference that has 2,500 attendees but will also work on smaller CPD and educational events during this time. 

Key responsibilities will include;
  • Assisting the Senior Events Officer with the delivery of all aspects of the extensive major conference program 
  • Facilitate team site visits, flights and accommodation as well as producing itinerary templates
  • Assist with the sending out of chair and speaker letters
  • Coordinate all speaker arrangements 
  • Manage the content for the website for the event 
  • Maintain the data entry in the program management system EventsAIR 
  • Attend monthly evening teleconferences in the year prior to the major event 
  • Liaise with the Senior Events Manager, committee and designer to arrange promotional materials 
  • Circulate mail outs and email broadcasts as per critical path timeline 
  • Coordinate all details pertaining to the launch of the conference promotional material
  • Manage and update the content on the conference website
  • Prepare and maintain itineries of the President, CEO, Dean, Fellowship Affairs, Director of Professional Affairs and International Speakers
  • Manage the business meeting schedule for onsite of the conference
  • Manage the freight for college materials being send to the conference
  • Obtain supplier quotes where directed 
  • Organise the engraving of medals and completion of certificates by the calligrapher
  • Processing online registrations for the event using EventsAIR 
The Candidate: 

Experience as an Event Coordinator of Events Assistant within an Association, NFP or Agency space will see you well in this role. Experience with EventsAIR registration software is seen as a positive.  
  • Conference and registration experience is preferred for this role, preferably EventsAIR experience, but any software registration experience will be considered
  • Experience handling travel requirements, organising meetings and handling requirements for senior leadership teams like travel bookings and itineries preferred 
  • Excellent communication, presentation and strategic time management skills 
  • Exceptional attention to detail
  • Energetic, enthusiastic, innovative, inspiring and results driven
  • Sound judgment and decision making
  • Flexible and adaptable to work outside of core hours 
For more information regarding event positions follow us:
LinkedIn: Apex Event Recruitment 
Facebook: Apex Event Recruitment
Facebook Group: Apex Event Recruitment

This role doesn't fit but you are interested in Events positions in Australia, then please register your resume through our website: 

Please note that this role will be subject to background checks and you must have the right to live and work in this location to apply for this job.
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Naomi Grant
Events Recruitment Consultant