Events Coordinator

Posted: 28 November 2024

POSITION DESCRIPTION

BioMelbourne Network is Victoria’s for-purpose membership organisation that seeks to foster and grow an innovative, globally-competitive healthtech industry. We have been committed to our members and our industry by creating an environment for greater collaboration and prosperity for over 20 years.

The Events Coordinator will play a pivotal role in planning and executing a diverse portfolio of events, including in-person, virtual, and hybrid formats. These events range from lunches and seminars to large-scale conferences and webinars, providing a dynamic and engaging experience for our members and stakeholders.

This role includes flexible working arrangements, with our office based in the CBD.

KEY RESPONSIBILITY AREAS

End to end event coordination:

• The development, coordination, management and implementation of a range of in-person, webinars, and hybrid events for our members and broader network
• Liaise with event speakers, hosts, sponsors and partners, vendors and suppliers, sponsors
• Collaborating with a cross functional team within BioMelbourne Network
• Create, manage and deliver events; to include set-up, pre-event checks, practice sessions and event delivery
• Manage and administrate bookings through our online booking system and CRM
• Produce timelines, briefing documents and run sheets for events
• Prepare marketing and communication materials, pre-event confirmations, post-event follow ups and surveys, in coordination with the communications team
• Review and edit recordings as required
• Prepare post-event reporting as required
• Work with the BioMelbourne Network team to ensure efficient and effective processes in event delivery

GENERAL RESPONSIBILITIES

• Focus on quality service provision and responsiveness to members and sponsors as a priority
• Building relationships with peers in member, partner and stakeholder organisations
• Attendance and active participation in company meetings and events as required
• Demonstrate professional behaviour and a strong work ethic
• Promote teamwork, integrity, honesty, initiative and loyalty
• Maintenance of the CRM database as relates to the role, ensuring all relevant information is current and correct
• Contribute to a positive, supportive and learning workplace culture
• Actively engage in and support continuous improvement across all operational functions and processes
• Ensure all tasks are completed in a timely manner and updated in the project management software, and milestones met or exceed quality standards
• Uphold the reputation of the organisation through the delivery of high-calibre events, and effective stakeholder engagement
• Effectively manage relationships with all stakeholders, including the Board of Directors, State Government of Victoria, event sponsors and partners, vendors and suppliers, and the wider sector community.

QUALIFICATIONS AND BACKGROUND

Requirements | Operational and technical skills

• Proven experience coordinating and delivering high-calibre events
• Understanding of budget management
• Demonstrated experience in managing suppliers
• Strong written and verbal skills, with ability to support and refine marketing requirements
• Proficient in the use of Microsoft Office Suite
• Proven experience in the use of events and administrative software platforms, such as Zoom, CRMs, databases, survey and reporting software
• Understanding of wide-ranging AV and live streaming requirements is advantageous
• Experience in the use of Zoho Platform, Zoom Meetings and Webinar Pro, Zapier is advantageous.

Requirements | Soft skills

• Strong interpersonal skills, with the ability to collaborate effectively with a cross-functional team
• Excellent organisational, administrative, time management, and problem-solving skills
• Strong communication and negotiation skills, with the ability to effectively communicate with key stakeholders
• Ability to work under pressure in a dynamic, fast-paced environment
• Ability to coordinate multiple events simultaneously with competing deadlines
• Exceptional attention to detail

Education/Experience

• 2-4 years equivalent experience in similar role
• Tertiary qualification in event management or related field is advantageous