vsk.org.au
- Proficiency in Microsoft Office; ideal experience with Salesforce and
peer-to-peer platforms desirable
Personal Attributes
- Highly organised, energetic team player who is proactive and
demonstrates strong initiative, with the ability to work autonomously
as well as effective under direction
- Compassionate, values-driven and strongly aligned with Very Special
Kids guiding principles
Key Responsibilities:
Event Planning & Delivery
- Coordinate the end-to-end planning and delivery of events, ensuring
everything runs smoothly.
- Develop event project plans, timelines, and checklists to ensure
milestones are met.
- Prepare detailed run sheets and operational plans that clearly outline
timings, responsibilities, and event logistics to ensure optimal event flow
and all stakeholders are aligned.
- Create site plans, parking and traffic plans (if needed), bump in/bump
out schedules.
- Coordinate event operations, including venues, catering, AV, production,
styling, entertainment, registrations, parking requirements and run
sheets.
- Coordinate event-day operations, including bump in/bump out, guest
flow, supplier and volunteer coordination
Supplier & Vendor Management
- Liaise with external suppliers such as AV teams, catering, marquee hire,
transport, staging, and security.
- Obtain quotes, negotiate services, and ensure suppliers meet agreed
timelines and standards.
- Oversee onsite vendor setup and pack down to ensure alignment with
event plans.
Health, Safety & Risk Management
- Assist in preparing risk assessments, safety plans, permits, traffic
management plans, emergency procedures and any other necessary
compliance requirements
- Conduct onsite safety checks, monitor crowd flow, and escalate issues as
needed.
Stakeholder Relationships
- Work collaboratively with Fundraising Event Coordinators and Marketing
staff to ensure all information, assets, and timelines are provided to
support delivery of event promotion, ticketing, collateral, and event
signage.
- Work collaboratively with the Volunteer team to support recruitment,
briefing, rostering, and supervision of event volunteers.
- Assist in communicating event operations and expectations to internal
and external stakeholders.
- Provide exceptional customer service to guests, participants, and
sponsors.
Budget & Administration
- Assist with event budgeting, tracking and reconciliation.
- Obtain quotes, and assist with invoice processing, supplier contracts, and
procurement documentation.
