- APS5/6 Events Officer (2 roles)
- Contract Term: 12 Months plus possible extension.
- Hourly Rate: $55.24 – $60.26 per hour + 11.5% Super
About the Role:
The Events team at the NDIA encompasses four key functions that cover event management and support, third-party events and expos and executive and ministerial event support. This service offer enables the NDIA to deliver impactful and successful events while fostering internal and external connections and advancing the interests of the Agency.
As the Event Officer, you will be at the forefront of event planning and organisation, playing a crucial role in shaping NDIA’s presence in industry summits, conferences, workshops, seminars, and forums. With a focus on delivering exceptional experiences, you will collaborate with internal and external stakeholders to align event objectives with the Agency’s goals, ensuring that each event serves as a valuable platform for knowledge exchange, networking, and engagement.
Key Duties:
Accessibility: Advocate for, and enact, best practice accessibility at the events we attend to ensure all attendees have equal participation. Arrange interpreters and accessibility supports as required if they are not provided by the host already.
Event coordination and management: Depending on the format, the Senior Event Officer takes charge of planning and organising events, including summits, conferences, workshops, seminars, and forums. This involves identifying event objectives, creating timelines, and coordinating logistics such as venues, catering, and audio-visual requirements. The role also assists, where required, external event hosts to arrange event logistics and provide all the information required for Agency representatives at the event. Research and summarise the background of each event and provide information outlining benefits to the agency in attending, along with identifying any risks. Create event briefing packs, run pre-briefing, and post event meetings. Ensure correct set up for the exhibition and support with collating and ordering branded merchandise and collateral. Manage Agency registrations and be the contact for communication with the event host. Management of virtual events and digital components of hybrid events.
Stakeholder Engagement: The Senior Events Officer works closely with internal and external stakeholders to understand their event requirements and align event objectives with organisational goals. They collaborate with different teams, including communication, marketing, and policy, to ensure events effectively engage relevant stakeholders.
Project Management: Managing events involves overseeing multiple aspects simultaneously. The Senior Event Officer is responsible for developing project plans, monitoring progress, and coordinating with cross-functional team to ensure smooth execution.
Budget and Financial Management: The Senior Event Officer is accountable for monitoring event budgets, tracking expenditure, and ensuring financial resources are allocated appropriately. They work with allocated budgets and seek opportunities for cost savings without compromising the quality of events.
Achieve brand excellence: Brand consistency and engagement to be achieved through:
Best practice guidelines for printed/online event materials including logo usages, brochures, adverts, and bios. For large expos and conferences of broad interest to the public we will liaise with the social media team to promote the event. One big difference to lots of lives.
Venue briefing: Liaise with venues on event logistics and provide detailed calendar invites with all the information you need for the event. Provide bump-in and bump-out support where available. Venue briefings, including transport advice. OHS (Occupational Health & Safety) assessments. Insurance certificates.
Supplier and Vendor Management: Collaborating with external suppliers and vendors is crucial for event success. The Senior Event Officer engages with event service providers, negotiates contracts, and manages relationships to secure necessary resources and services. Coordinate the use of external suppliers to hire, store, transport expo furniture and materials.
Risk Management: Assessing and mitigating risk associated with events is a key responsibility. The Senior Event Officer identifies potential risks, develops contingency plans, and ensures compliance with relevant policies, regulations and health and safety standards.
Evaluation and Reporting: Post-event the Senior Events Officer evaluates their success, gathers feedback from attendees, and prepares comprehensive reports. They analyse data, identify areas and improvement, and provide recommendations for future events.
Skills and Experience
Key skills required for role/s:
- Positive contemporary attitudes to people with disability, high level understanding and knowledge of disability, and its impact on individuals.
- Relevant experience in event management, preferably in a large organisation setting.
- Proficiency in using MS Teams in a hybrid event environment.
- Strong project management skills, with the ability to manage multiple events simultaneously and work under tight deadlines.
- Excellent stakeholder engagement and communication skills to collaborate effectively with internal teams, external partners, and suppliers.
- Budget management experience.
- Proficiency in risk assessment and management, ensuring events comply with relevant regulations and policies.
- Strong critical thinking skills and the ability to adapt to changing circumstances.
- Attention to detail, organisational skills, and the ability to prioritise tasks effectively.
- Outstanding communication and interpersonal skills to develop and maintain networks.
- Able to negotiate effectively by listening differing ideas and views to develop a clear understanding of the issues, and to present persuasive counterarguments.
Eligibility/Other Requirements: The successful candidate will be required to undergo a pre-employment National Police History check, Worker Screening check and/or Working with Children Check (where required) and provide evidence of Australian Citizenship.
