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marketing communications coordinator jobs near notting hill vic

Event coordinator

Very Special Kids -
Malvern VIC

Apply Now

Job Details

Part-time

Benefits

Salary packaging

Qualifications

Marketing
Salesforce
Microsoft Office
Driver Licence
Working with Children Check
Communication skills

Full Job Description

Position
Description

Very Special Kids believes that all children and young people have the right
to quality of life, no matter how long or short their life may be.

Position Title: Event Coordinator

Location: 321 Glenferrie Road, Malvern

Department Fundraising & Marketing

Reporting To: Fundraising Events Specialist

Main Purpose of

Position:
The Event Coordinator is responsible for supporting the planning,

coordinating and delivery of high-quality Very Special Kids events. This

role coordinates event logistics end-to-end while working collaboratively

with internal teams, suppliers, volunteers, and stakeholders to ensure

exceptional attendee experiences and strong financial outcomes

Number of

Direct Reports

None

Decision Making

Authority

As per Very Special Kids’ Delegation of Authority

Key

Relationships
Internal:

Fundraising Events Specialist

Fundraising Manager

Fundraising Events Coordinators

GM - Fundraising & Marketing

Fundraising & Marketing Team

External:

Event suppliers, venues, contractors and corporate partners

Event guests, participants, supporters and donors (as required)

Key Selection

Criteria

Qualifications & Experience

Degree in Event Management, Marketing, or related discipline

(preferred).

Minimum 3 years’ experience supporting events.

Proven experience coordinating events end-to-end.

Experience working with volunteers.

Background in charity or not-for-profit sector desirable

Knowledge and Skills

Strong organisational and project management skills

Ability to manage multiple tasks and deadlines simultaneously

Excellent interpersonal and communication skills

High attention to detail and practical problem-solving.

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.

vsk.org.au

Maintain inventory of event equipment and coordinate storage and

transport.

Post Event Activities

Coordinate event pack down, equipment return, and venue handover

inspections.

Assist with post event reporting, debriefs, and evaluation of logistical

components.

Support continuous improvement by identifying efficiencies and

recommending enhancements.

Quality, Safety, and Improvement

Very Special Kids employees have a responsibility and accountability to contribute to the

organisation’s commitment to Quality, Safety, and Improvement by:

Acting in accordance and complying with all relevant Safety and Quality policies and

procedures

Identifying risks, reporting, and being actively involved in risk mitigation strategies

Participating in and actively contributing to quality improvement programs

Complying with the requirements of the National Safety & Quality Health Service

Standards

Complying with all relevant clinical and/or competency standards

Complying with the principles of Patient and Family Centred Care that relate to this

position

Complying with the principles of Child Safe Standards that relate to this position

Leading and providing supervision of volunteers directly involved in your work

Conditions of Service

Hours Part Time – 3 days per week

Other Current driver’s licence (if required)

Salary Package Competitive salary, plus superannuation and salary packaging.

Tenure Permanent

General Employment with Very Special Kids will be subject to a satisfactory

Police Check and a Working with Children Check.

Privacy Statement: Personal Information may be collected and stored for the purpose

of recruitment and selection. The information will only be used and disclosed for the

primary purpose of its collection. Some exceptions exist. These may be obtained from

the Privacy Officer.

vsk.org.au

Approvals:

Created by: General Manager, Fundraising and Marketing

Approved by: Donna Durston-McKenna

Date of Last update: 13/05/2026

Apply Now

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